Administrative Aide I

JCFS Chicago • Northbrook, IL

10d • $21 • 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
• Must possess two years or more of Administrative Assistant experience.
• Available to work in the office up to 5 days a week.
• Must be proficient in all Microsoft Office programs. (Intermediate or higher Word, TEAMS, 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.

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.
• 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.
• 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.
• Process client payments, issue receipts, balance daily/weekly payment reports.
• Collect client insurance information, verify client insurance eligibility, work in concert with/at the direction of other administrative staff/supervisor to research client insurance eligibility.
• Develop, coordinate, and maintain program service schedules, files, and records.
• In addition to routine work, provide administrative support, primarily to clinical staff, as needs arise throughout the day.
• Utilize cloud-based recruiting software that supports the work of the Program and staff.
• Create and/or prepare spreadsheets, forms, reports, documents, presentations, and statistics as required.
• Maintain accurate client files. Ensure data entry into agency database is timely, accurate and UR compliant. Conduct weekly file reviews.
• Monitor program compliance, service and/or agency schedules referring problems to supervisor or other departments.
• Work in conjunction with supervisor and Program Director to plan tasks to meet scheduled deadlines.
• Monitor and maintain office supply inventory at the direction of supervisor.
• Perform other related duties as required, including relieving other administrative positions.
• 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.
• Maintain client waiting room to ensure it is clean and orderly
• Cover evening shifts when it is their turn in the coverage rotation.
• Other duties as assigned

Benefits

• Time off: Paid time off varies by position – can include vacation days, sick days, paid federal holidays, and paid Jewish holidays.
• Benefits: Medical, dental, and 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, and much more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees