Administrative Assistant (Child Welfare)

RINCON FAMILY SERVICES•Chicago, IL

23h•$38,000 - $42,000

About The Position

The Administrative Assistant provides high-level administrative support to the Child Welfare Program which provides a TLP (On Site Residential Housing) and ILO (Community Based Housing) to DCFS Participants between the ages of 17 ½ to 21 years old. The program’s main goal is to prepare Participants for successful transition to independent living. This focus is achieved by a continuum of services that include a combination of self – reliance, practical skills, strong physical and mental health support and other supportive relationships, and daily living and life skills training, The Administrative Assistant will be responsible for handling information requests, managing intake processes, and performing various clerical tasks, such as organizing documents, billing, arranging conference calls, responding to youth, staff, agency, DCFS, and community partner’s correspondences, and assisting the Director of Child Welfare and the Director of Case Management with day-to-day operations.

Requirements

Demonstrated experience with high-level administrative support. Experience with non-profit administration a plus.
Excellent communication skills, with fluency in written and spoken English. Spanish-speaking skills preferred.
Strong attention to detail with the ability to prioritize and meet deadlines
Proven success, achieving goals and working effectively with all levels of staff in a multicultural environment.
Proficient in Microsoft Office applications (Word, Excel, Outlook).
High School Diploma
2 years of administrative experience
Must pass background checks
Must be creative and flexible in approach to serving high-need youth

Nice To Haves

Spanish-speaking skills preferred.
Experience with non-profit administration a plus.

Responsibilities

Provide general administrative support for Child Welfare staff, including scheduling appointments, organizing meetings, and handling routine tasks and assignments.
Work closely with the Director of Child Welfare to ensure compliance with regulatory requirements and maintain the standards for all Child Welfare programs.
Draft, proofread, and generate documents, letters, Participants and staff materials as required, ensuring, confidentiality, accuracy and clarity.
Collect, organize, and maintain accurate Participant files ensuring all materials are up to date and accessible.
Monitor and maintain inventory levels for Participant personal items, programming supplies, furniture, and equipment, placing orders as needed.
Coordinate the creation and distribution of the participant handbook, program policy and procedures manual, and other administrative documents for all Child Welfare Programs, ensuring they are current and comprehensive.
Maintain organized records of all resources, handouts, and materials provided to Participants during their program participation.
Manage the intake process for new Participants, ensuring all steps are followed and documentation is accurate and timely.
Assist Participants with the preparation and submission of their applications for various services providing guidance and support throughout the process.
Monitor Participant schedules, and appointments
Serve as a point of contact for Participants, the Director of Child Welfare, Program Supervisors, addressing questions or concerns in a timely and professional manner.
Oversee logistics for the Child Welfare Program, events and meetings, including coordinating venues, arranging catering, preparing materials, and ensuring all operational aspects run smoothly.
Take detailed and accurate notes at staff and advisory meetings, distributing meeting minutes in a timely manner to ensure all action items are documented and followed up on.
Assist the Child Welfare Director with the preparation and coordination of monthly leadership and staff meetings, quality improvement meetings, including scheduling, documentation, and follow-up on action items.
Provide ongoing support for the smooth operation of NHSC programs by performing other duties as assigned by the Director of Education or CRSS Supervisor.

Benefits

Health insurance
Dental & Vision insurance
Life insurance
Short- and Long-Term Disability Insurance
403(b) Retirement Plan
Generous PTO (Paid time off)- Accrue up to 21 days in Year 1, some PTO carryover allowable.
Employee Assistance Program
Professional Development Opportunities
Employment may qualify for the Public Service Loan Forgiveness Program (PSLF)
Certain employees may qualify for City of Chicago commuter transit benefits