Administrative Aide I

The Administrative Aide is responsible for handling a variety of routine and complex administrative, clerical, and office support activities for one of our more fast-paced programs. They will be vigilant in assessing the position, rethinking systems and improving them where necessary.

Responsibilities:

• Greet clients and visitors in a respectful, pleasant manner. Ensure clients are attended to and directed to appropriate staff.
• Oversee building access through the portal. Input visitors. Request and terminate access badges. Communicate with lobby security about any special deliveries.
• Answer phones, directing calls as needed, while maintaining client confidentiality.
• Post mail daily and provide monthly report to Accounting.
• Hold Agency P Card. Monitor requests for appropriateness and process them in a timely fashion. Reconcile against monthly statement and follow up with staff for receipts and supporting documentation as necessary.
• Coordinate and monitor onsite building upkeep, including working with maintenance and/or facilities management to maintain clean and functional operations.
• Communicate any building details or issues to staff and visitors.
• Knowledge of A/V equipment in meetings rooms. Provide instruction to new users on how to use the equipment. Troubleshoot first-level issues.
• Coordinate inter-office courier schedule with feedback from programs and update the calendar annually. Communicate with courier around any changes and communicate changes to JCFS programs.
• Reserve building spaces for larger meetings.
• Provide support to Accounting department.
• Process client payments, issue receipts, balance daily/weekly payment reports.
• Develop, coordinate, and maintain program service schedules, files, and records.
• Utilize cloud-based recruiting software that supports the work of the Program and staff.
• Create and/or prepare spreadsheets, forms, reports, documents, presentations, and statistics as required.
• Monitor program compliance, service and/or agency schedules referring problems to supervisor or other departments.
• Work in conjunction with supervisor and Program Directors to plan tasks to meet scheduled deadlines.
• Monitor and maintain office supply inventory.
• Perform other related duties as required, including relieving other administrative positions.
• Engage with employers and community contacts, ensuring JCFS is professionally represented.
• Responsible for following agency safety guidelines and procedures as related to front desk operations.
• Observe in every respect the confidential nature of the Agency's services or operations.
• Maintain client waiting room to ensure it is clean and orderly.
• Other duties as assigned.

Requirements

• High school diploma or equivalent
• Two years of administrative experience
• Ability to sit for long periods of time (up to 7 hours).
• Repetitive movement of arms and hands to operate computer, keyboard and mouse.
• Ability to operate equipment such as phone, computer keyboard, calculator and standard office equipment.
• Repetitive physical ability to stand up and assist clientele and vendors with doors.
• React with physical and mental alertness in emergency situations and assist in evacuation of building.
• Proficiency in Microsoft Office including Word, Outlook, Excel, and PowerPoint.

Job Category: Union- Clerical

What you'll love about us:

• Time off: Paid time off varies by position - can include vacation days, sick days, paid federal holidays, and paid Jewish holidays.
• Benefits: Medical, dental, and vision insurance. 401(k) with base contribution and match. Additional health and wellness benefits, financial benefits, professional training, tuition reimbursement, 6 weeks paid parental leave, and much more.
• Compensation: the minimum compensation for this position is $20.00 per hour

JCFS Chicago is an Equal Opportunity Employer/Minority/Female/Disability/Veteran. JCFS Chicago provides a reasonable accommodation to those who need assistance in completing this application. JCFS Chicago is committed to serving the needs of the diverse Chicago metropolitan area. Accredited by COA, Charter member of CWLA, licensed by DCFS.