Administrative Support Staff/File Clerk

Youth Service Bureau of Illinois Valley•Crystal Lake, IL

4d•Onsite

About The Position

This role is responsible for maintaining and organizing the file room while also completing general office duties. The position requires adherence to DCFS and YSBIV standards for file management and confidentiality. The Administrative Support Staff/File Clerk will also handle various office tasks including supply management, accounts payable processing, vehicle maintenance, and daily office operations.

Requirements

High School diploma or GED.
Prior office experience.
Excellent organizational Skills.
Excellent communication skills both written and oral.
Self-directed and Self-motivated
Ability to prioritize multiple tasks on a daily basis
Computer knowledge including proficiency in Microsoft office, Word, Excel
Sensitivity and responsiveness to the cultural differences of individuals and families in groups outside

Nice To Haves

Core Competencies: Organized, Communication skills, Self-motivated, Computer knowledge, Multitasker

Responsibilities

Maintains organization and security of file room and closed file storage area.
Maintains and manages open client files for various programs.
Organizes, sorts and files all applicable paperwork into individual client files.
Creates and opens new client files within designated time frames.
Understands and adheres to DCFS and YSBIV standards.
Receives closing paperwork/notifications and closes client files within designated time frames.
Routes closed Foster Care file copies to DCFS according to DCFS standards.
Purges archived files in a timely manner in accordance with DCFS standards and YSBIV Operating Policies.
Shreds confidential materials.
Maintains supply inventories and is responsible for ordering of supplies.
Processes applicable accounts payable invoices and check requests.
Ensures all applicable receipts are collected and processed in a timely manner.
Maintenance and scheduling of office vehicles.
Maintain and track agency owned vehicle logs and use sheets.
Completes work within specified time frames.
Maintains confidentiality of information heard, seen, and discussed in the agency.
Assist in quality improvement efforts.
Demonstrates the ability to remain friendly and cooperative during all working conditions.
Notify Supervisor and Fiscal Department of any irregularities.
Maintains a neat and professional appearance.
Maintains visitor logs and badges.
Prepares and submits the appropriate monthly office checklists.
Maintains the daily functions of the office including greeting clients, answering phones, opening incoming mail, posting outgoing mail, and disseminating faxes and paperwork.
Schedules visit/conference room requests.
Works closely with IT to ensure readiness of equipment for new employees and maintenance of office equipment.
Actively participates in YSBIV’s continuous quality improvement program (CQI).