Administrative Assistant

Chicago Commons•Chicago, IL

About The Position

Performs highly specialized secretarial and accounting work for individual site. Coordinates office services and performs assigned administrative functions to support routine and standardized tasks at the site in order to implement agency objectives.

Requirements

Must be at least 21 years of age.
Type a minimum of 40 words per minute.
Related secretarial skills and knowledge of general office procedures.
Ability to handle administrative details independently.
Ability to maintain confidentiality.
Knowledge of business, accounting, basic math, and computation skills.
Must be able to work in a fast-paced environment and mange many projects at once.
Must have the ability to work under stress.
Must have outstanding people skills and ability to develop, grow, and maintain relationships with others.
Must have excellent oral and written skills in English and Spanish.
Must be able to take initiative, use sound judgement when making decisions.
Must be detail oriented.
Must be a self-motivated person who can work both individually and on a team.
Must be able to serve as an advocate for children and families.

Responsibilities

Delivers stellar customer service that meets the needs of children, families, and staff.
Establish positive, professional relationships Chicago Commons’ staff, the surround community, and funders.
Establish and maintain effective relationships with children and families using a strength-based approach that is respectful, supportive, and culturally sensitive.
Handles the requirements for record-keeping to ensure compliance with all city, state, and federal regulations.
Prepares reports and maintains documentation.
Maintains a general ledger and records check requests and purchase orders for the site.
Ensure that important documents are filed appropriately.
Manages monthly billing and collection of tuition payments using the ProCare system.
Establishes and maintains a complete record keeping and retrieval for children, staff, and volunteer files.
Types and proofs memos and correspondence.
Assists the leadership team with essential communications to staff, families, administrative and regulatory personnel.
Processes program supply orders as needed and manages on-site inventory.
Assists with meeting planning and follow-up. Organizes and coordinates documents and/or food orders for professional development days, parent meetings, and other special events.
Assists in the kitchen, as needed, in the absence of the food aide.
Assists the team with special projects
Other duties as assigned.