Office Manager

Little City Foundation•Chicago, IL

45d•Onsite

About The Position

This position provides administrative and clerical support to the Foster Care and Adoption (FCAD) Program. The Office Manager is responsible for overseeing the work environment of the administrative office site(s) and maintaining awareness of the program’s continuous quality improvement efforts, including data collection for program performance and outcomes. The role requires knowledge of qualitative and quantitative methods for managing administrative duties.

Requirements

At least 2 years of experience in office administration and/or clerical work.
Proficient in typing and computer skills, specifically Microsoft Office applications.
Exceptional verbal and written communication skills required.
Must possess socially personable characteristics to engage with families, attorneys, state authorities, and staff.

Nice To Haves

A Bachelor’s degree preferred.
Basic knowledge of DCFS, and Medicaid is strongly preferred.
The position requires someone who has an extremely high attention to detail and exceptional organizational skills.

Responsibilities

Serves as Little City’s administrative office(s) liaison for human resources, training, development, IT, quality assurance, and accounting.
Manages and monitors purchasing supplies and ensuring that all programs have essential tools to conduct business daily.
Attends and sometimes arranges Foster Care and Adoption program meetings as needed for notetaking when recording/transcription is unavailable or not appropriate.
Greets and assists visitors in-person when they arrive at the office.
Photocopies and distributes materials as required by the program.
Types memos, faxes, and letters as requested.
Orders and maintains inventory of supplies for the office including office supplies, kitchen supplies, recruitment supplies, forms, and other miscellaneous items.
Screens and directs phone calls and takes messages as needed.
Maintains postage machine and completes all direct mailing on behalf of the program.
Performs all typing and computer work as required.
Handles and prioritizes all outgoing/incoming correspondence (emails, letters, packages, etc.).
Keeps updated records of Office expenses and receipts.
Updates all Respite binders and spreadsheets with current approvals.
Monitors and distributes transportation needs for all clients in the program (Ventra cards, etc.).
Makes travel arrangements for program clients and staff.
Creates monthly CQI Calendar of documentation to be tracked by CWS teams and tracks it for completion by following a CQI cycle (Plan/Do/Study/Act)/communication and engagement with the team.
Updates and distributes internal reports, for example but not an exhaustive list: case assignments sheets, face sheets, phone lists, and list of children in program.
On-boards new staff and provides general staff support by getting them a working space, an ID, equipment, mailbox, supplies, etc, to ensure they can sufficiently perform in their role.
Performs database entry and clean-up including NTST and SACWIS.
Manages office security via providing instructions and setting up new staff and visitors with entry/exit information at office sites. This includes updating door lock codes at minimum quarterly and immediately following critical incidents involving unsafe situation breaches or separation of staff.
Acts as a liaison between Chicago office and facility maintenance and IT. Completes maintenance, telephone and computer work orders as needed. Contacts IT as necessary to coordinate their services. Handles complaints by staff regarding technology such as phone, computer, fax, and printer/copier problems. Assists staff with minor computer-related problems, as trained by IT Manager.
Develops a schedule of file audits and audits case and/or licensing files monthly; follows CQI cycle follow-up to ensure compliance.
Takes ownership for file management: putting files together, closing them out, and filing per AP5. Assists with DCFS APME File Reviews each month.
Maintains case management records and ensures appropriate storage and organization of all program files.
Takes ownership for Program CQI reporting: KPI tracking, document compliance, CFTM schedules, ACR/Court schedules and more.
Supports program for Medicaid and DCFS audits.
Responsible for NTST/MyEvolv data-entry and billing support/management.
Disburses Foster Parent Check Stubs and processes check requests as requested. Manages all Foster Parent’s questions regarding board payment and respite concerns.
Responsible for Master Mailing List updates and mailings from the FCAD Office.
Completes and submits all check requests for FCAD program.
Responsible for the maintenance and updating files on Program SharePoint site.
Monitors conference room and visiting room reservation calendars.
Ensures general office appearance is safe, clean, and orderly. This may involve general tidying-up, cleaning-out storage spaces, cleaning the fridge, and/or making schedule arrangements for such.
Assists Program Leadership (SVP, VP, Director) with program-sponsored events by ordering items, helping with set-up, creating and distributing invitations, etc.
Acts as a liaison between LC and the building management, contacting management for complaints, repairs, requests, etc. Completes necessary tasks required such as key distribution and monitoring, and any other such duty.
Annually updates Emergency Binder with new forms and updates and follows the CARF required Emergency Preparedness Plan.
Protects the confidentiality of all people served by agency.
Demonstrates excellent customer service skills involving using the agency’s ACT communication and response protocol.
Provides quality assurance and improvement consultation to the program’s leadership and management teams concerning programmatic operations and case management.
Responsible for all safety activities in your workplace and immediately reports all accidents and safety hazards to your supervisor.
Maintains American Heart Association certification in First Aid and CPR.
Successfully completes Little City required training, re-training, and any additional training as required by Little City policies and practices, or as assigned by his or her immediate supervisor.
Other duties as assigned.