Administrative Assistant

Chicago Commons•Chicago, IL

About The Position

POSITION SUMMARY: 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. ESSENTIAL DUTIES & RESPONSIBILITIES: (These include but are not limited to the following. The company reserves the right to add to, delete, change or modify the essential duties and responsibilities at any time.) 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. QUALIFICATION REQUIREMENTS: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.) 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. EDUCATION and/or EXPERIENCE: Associate’s Degree in Business Administration. 1 year of secretarial experience preferred. Physical & Working Condition Requirements: The physical demands outlined here reflect the requirements necessary for an employee to perform effectively in this role. Employees will regularly need to communicate in English, both in person and over the telephone. Proficiency in reading English is essential. Frequent operation of a word-processing system is required, including the ability to read, produce, and transmit data effectively. The role involves frequent standing, walking, reaching with hands and arms, and occasional stooping, kneeling, crouching, or crawling. Employees should be capable of lifting and/or moving items weighing up to 20 pounds on occasion. Additionally, specific vision requirements include the ability to see close range. Employment Conditions: This job description is designed to outline the essential functions and basic duties associated with the position. It serves as a guideline for job expectations and the skills necessary for employee success. Please note that this document is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities required. Additional duties and requirements may be assigned as deemed appropriate for the position. This document does not constitute a contract of employment, and Chicago Commons reserves the right to modify this job description or assign tasks as necessary.

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.
Associate’s Degree in Business Administration.
Employees will regularly need to communicate in English, both in person and over the telephone. Proficiency in reading English is essential.
Frequent operation of a word-processing system is required, including the ability to read, produce, and transmit data effectively.
The role involves frequent standing, walking, reaching with hands and arms, and occasional stooping, kneeling, crouching, or crawling.
Employees should be capable of lifting and/or moving items weighing up to 20 pounds on occasion.
Additionally, specific vision requirements include the ability to see close range.

Nice To Haves

1 year of secretarial experience preferred.

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.