Village Program Assistant

One Family Illinois•Lockport, IL

just now•Onsite

About The Position

The Village Program Assistant provides support to Operations, providing administrative support at each Village, as well as to the programming at the Village itself, to ensure smooth running of the programmatic and administrative functions at each Village. The Village Program Assistant works on-site at the Village to directly and indirectly support the children, families, and staff associated with the One Family Illinois sibling foster care program, including the education, clinical, and licensing departments and functions. Responsibilities may include work on-site at the office and community center, and beyond.

Requirements

Minimum of High School Diploma. Associate degree or bachelor’s Degree preferred.
Experience in customer service and or administrative work preferred.
Experience working with children and families, especially in an agency that works within the Child Welfare System is considered beneficial.
Excellent verbal and written communication skills and superior interpersonal abilities. Exceptional organizational and time management skills.
Proficient in Microsoft Office, including Word, Access, Excel, Publisher, and Power Point.
Ability to work with DCFS, courts and other social service systems.
Ability to pass DCFS required criminal background check including CANTS/SACWIS and SORS.
Ability to provide required DCFS Medical Report/TB test.
Valid Illinois driver's license with acceptable driving record; insured and reliable transportation.
Sensitivity to the cultural and socioeconomic characteristics of clients and staff.
Ability to relate to the Agency staff and to the public in a courteous and professional manner.
Ability to work in a team environment.
Strong communication, organizational, and computer skills.
Ability to exercise discretion and independent judgment.
Ability to handle sensitive and confidential materials.
Reliable, punctual, and able to manage multiple tasks.
Ability to work standard business hours and occasionally work flexible hours (evenings/weekends) if needed.
Ability to work in an alcohol, tobacco, drug and firearm-free environment.
Commitment to One Family Illinois philosophy and mission.

Responsibilities

Provide on-site in-office customer service and administrative services to One Family Illinois staff, guests, clients, and other contacts.
Manage the daily operations of the office, including screening, greeting, and assisting visitors and callers to the agency and direct them to appropriate personnel. Responsible for the Village phone mainline answering, transferring and message taking, mail sorting and distribution, and coordinating deliveries.
In collaboration with the Director of Programs and Services and Chief Operating Officer (COO), support the orientation and onboarding of new Village Foster/Relief Parents and other Village staff through accurate and timely scheduling, as well as the distribution of staff IDs, Parent Manuals/Handbooks, and other materials and forms.
Oversee the Relief Parent process at your Village to ensure it is implemented appropriately and directly supervise the Relief Parent staff.
Coordinate the transition of youth moving into and out of the village (i.e. welcome packages, introduction and farewell gatherings).
Work with Child Welfare Supervisor to support the timely completion, and tracking of all DCFS required paperwork, including 906, 1420, 1425, and UIR’s.
Work with Quality Assurance and Director of Programs and Services to ensure quality standards for programs and services. Oversees QI Process to ensure QSR Reports and Peer Reviews are completed within the required time frames. Completes necessary program reports (i.e. UIR Control Sheet, QSR Report, 906 Report, etc.)
Regularly provide sign-in logs to the administrative office or designee and other relevant leadership.
Maintain, update, and distribute Master Village List and Master Client Lists on a monthly basis.
Serve as point person on the Village for donor relations. Route donor calls and inquiries to the Director of Development. Assist with mailing checks and scanning in-kind forms to the Development department.
Work with the Development team and Education team to receive, organize, sort and distribute materials/donations
Work with the Development team to communicate with Professional Foster Parent’s to obtain notes, signs, photos, applications, testimonials, etc.
In conjunction with the Village Business Manager, support the Relief process by scheduling support for the Professional Foster Parent as needed. In addition, tracking hours scheduled and worked by the support staff.
Collaborate with the Education department and appropriate team members to regularly communicate with the Professional Foster Parent’s to determine needs of support, academic standing, communication with school and relevant staff.
Manage and coordinate video and conference calls for the Village and visiting staff, as well as managing and coordinating the Zoom and conference room calendar for the Village. Responsible for ensuring a timely start to conference calls and meetings. Communicate with the IT Specialist regarding any special services needed.
Maintain an updated Village staff directory, staff mailboxes, and monthly office calendar.
Provide administrative and programmatic support to the Village Director of Programs and Services, as well as the Education, Clinical, Licensing, and other departments.
Comply with all One Family Illinois policies, state, federal, county and city laws, rules and regulations.
Represent the agency and its senior staff with internal and external customers in a positive and professional manner.
Other duties as assigned.

Benefits

Work for an impactful organization with a purpose
Corporate culture that supports diversity, equity, and inclusion
Hybrid/flexible work options to help balance work and life
PTO (paid time off in the form of personal days, sick time, vacation days, and paid company holidays
Bonus Plan for Child Welfare Specialists
Employee Referral Bonuses
Competitive Healthcare plans through BCBS for you and your dependents (eligible the first of the following month after 30 of FT employment)
Vision/Dental/Life Insurance offerings
Flexible PTO
Access to an Employee Assistance Program (EAP)
403b Retirement Savings Plan (nonprofit version of 401K). Able to contribute immediately upon full-time employment. In addition, the organization will contribute 4% to your savings plan after 12 months of full-time employment regardless of if you are contributing.
Part of the federal student loan forgiveness program
Access to financial advisors and financial education tools
Tuition reimbursement options
Opportunities for further education as well as time to attend trainings/workshops/etc. for personal/professional development