Administrative Aide I

JCFS Chicago•Skokie, IL

10d•Onsite

About The Position

The Administrative Aide is responsible for handling a variety of routine and complex administrative, clerical, and office support activities for one of our more fast-paced programs. They will be vigilant in assessing the position, rethinking systems and improving them where necessary.

Requirements

High school diploma or equivalent
Two years or more of Administrative experience.
Must be able to work in the office up to (5) days a week.
Must be proficient in all Microsoft Office programs. Prefer intermediate or higher Word and Excel skills.
Able to prioritize, work independently and take initiative to improve administrative processes.
Adaptable in a multi-tasking environment. Able to assist program staff, maintain front desk services and process accurate and reliable computer reports efficiently.
Strong interpersonal and excellent organizational skills.
Customer service-oriented attitude in serving internal employees, external clients and community
Strong verbal communication skills, as will be working with clients and staff in person and on the phone. Must communicate openly and freely.
Must be dynamic, adaptable, and comfortable collaborating with others
Must approach and engage new challenges enthusiastically and energetically
Must be legally authorized to work in the United States without sponsorship.

Responsibilities

Greet clients and visitors in a respectful, pleasant manner. Ensure clients are attended to and directed to appropriate staff.
Answer phones, directing calls as needed, while maintaining client confidentiality.
Develop, coordinate, and maintain programs, files and records.
In addition to routine work, provide administrative support to staff, clients, families, and other visitors as appropriate.
Utilize cloud-based software that supports the work of the Program and staff.
Create and/or prepare spreadsheets, forms, reports, documents.
Maintain accurate client files. Ensure data entry into the agency database is timely, accurate and UR compliant. Conduct weekly file reviews.
Monitor program compliance, service and/or agency schedules referring problems to Office Manager.
Perform other related duties as required, including relieving other administrative positions.
Work with Office Manager and front office team to plan tasks to meet scheduled deadlines.
Monitor and maintain office supply inventory at the direction of supervisor.
Engage with employers and community contacts, ensuring JCFS is professionally represented.
Responsible for following agency safety guidelines and procedures as related to front desk operations.
Observe in every respect the confidential nature of the Agency's services or operations.
Working with School Districts and our Accounting Department regarding attendance and billing etc.
Other duties as assigned

Benefits

Paid time off (vacation days, sick days, paid federal holidays, and paid Jewish holidays)
Medical insurance
Dental insurance
Vision insurance
401(k) with base contribution and match
Additional health and wellness benefits
Financial benefits
Professional training
Tuition reimbursement
6 weeks paid parental leave