What are the responsibilities and job description for the Front desk Clerk/Administrative Assistant position at Hephzibah Children's Association?
Hephzibah Chidren's Association is a child welfare agency in Oak Park, IL. We offer a variety of programs including a residential program for children, foster care and intact services and after school and summer day care.
PRIMARY FUNCTION
Provide administrative assistance across multiple departments, encompassing tasks such as word processing, data entry, file upkeep, report generation, project coordination, and office organization. Additionally, may fulfill receptionist duties like handling calls, managing mail, and welcoming clients and visitors.
RESPONSIBILITIES
1. Answer all phone calls in a prompt, courteous, and efficient manner; serve as the center of communication between staff, clients, parents, volunteers, donors, and the public. This includes transferring calls, taking messages, delivering messages, and calling workers when appropriate.
2. Organize and maintain accurate record-keeping systems, such as children/family files, staff files, volunteer files, daycare enrollment, general correspondence, vendors, donors, funders, and government and contract records.
3. Assist with gathering and organizing data for budgets, monthly billings, grants, and/or statistical analysis.
4. May assist with the processing of gifts, recording and acknowledging all gifts promptly.
5. Type documents, letters, reports, forms, and newsletters; copy and distribute written materials via fax, mail, email, or inter-office mail.
6. Maintain program-related lists, such as mailing listings, waiting lists, RSVPs, attendance, directories, training, donations, fee collections, staff, and volunteers.
7. Ensure adequate supply of forms, application materials, brochures, articles, and staff and volunteer packets.
8. Handle outgoing mail and incoming mail and faxes; make trips to the post office as needed; pick up and deliver documents, materials or supplies if needed.
9. Initiate and receive calls and emails from staff, clients, parents, volunteers, donors, and the public.
10. Keep the reception, office and storage areas neat and well organized.
Periodic
1. Assist with special projects or events; assist with the preparation of monthly and annual reports.
2. Maintain and/or disburse petty cash if needed.
3. Attend meetings and in-service training as provided or recommended; take minutes if needed.
4. Serve on a Performance & Quality Improvement Team; take minutes if needed.
5. Perform other related duties as assigned by the Director.
QUALIFICATIONS
- Associate degree in business or related field preferred but not required, or an equivalent combination of education and experience.
- Requires experience in the duties of secretary, receptionist, or administrative assistant.
- Proficient in the use of computers, Microsoft Office, Word, Excel, and office machines; ability to type 50 wpm with accuracy.
- Must possess excellent written and verbal communication skills, strong organizational skills, the ability to work independently, and the ability to work effectively with staff, clients, parents, volunteers, board members, donors, and the public.
- Requires continual attention to detail, establishing priorities and meeting deadlines, and ability to manage multiple tasks and demands.
- Ability to use good judgment, discretion, and tact in dealing with staff, clients, parents, volunteers, board members, donors, and the public.
- Ability to handle sensitive and confidential information.
- Sensitivity and responsiveness to the cultural differences in the staff and client populations.
Hephzibah Children’s Association is an equal opportunity employer. We welcome qualified applicants from all backgrounds to apply. We value inclusion throughout our organization. We embrace a respectful, multicultural, environment for employees and the clients we serve.
Job Type: Full-time
Pay: From $40,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
Work Location: In person
Salary : $40,000
