Early Childhood Administrative Specialist

Kids Above All is seeking a Administrative Specialist to join our Waukegan, IL team.

Job Summary: Reporting to the Lake County Early Childhood Supervisor, the Early Childhood Administrative Specialist’s basic function is to maintain status of incoming referrals, recruit families, ensure family eligibility for Kids Above All’s Parent Empowerment Program and Doula Program, complete family enrollment into programs, transition intake packets to assigned home visitor, and aid home visiting program with clerical and other support related tasks.

Essential Functions:

• Provide excellent customer service to parents over the phone and/or in person.
• Maintain organization of referrals, and communication with referring partners.
• Process referrals into database/spreadsheet and begin recruitment efforts within two business days.
• Schedule intake sessions with parents in the office, community site, and/or at their home to complete the recruitment process.
• Ensure all necessary documentation is complete and ready to be properly filed and entered in our database before case transitions to an assigned Home Visitor.
• Create and maintain a system of updating intake packets, before the due date, for families in the program.
• Manage home visiting program waitlist, mailing list, and resource list.
• Maintain continuous communication with Early Childhood Supervisor on referral and recruitment status.
• Assist Home Visitors and Doulas with planning and preparing for outreach events.
• Assist Home Visitors and Doulas with resource distribution to enrolled families.
• Assist Early Childhood Supervisor with file review and preparing basic internal reports.
• Manage inventory of resources, office supplies, and submit order list to EC Supervisor.
• Responsible for managing tracking list of resource distribution to enrolled families.
• Manage parent newsletter.
• Manage team newsletter.
• Collaborate with the planning and preparing of materials, flyers, yearly calendars, and incentive resources, for parent group connections of both programs.
• Support Home Visiting team with paperwork filing when needed.
• Submit resource requests and/or referrals to partner agencies for any additional community resources families may need.
• Support team with translation of letters, program forms, etc.
• Ensure confidentiality of parent information received and managed by the agency.
• Meet bi-weekly with Home Visiting team.
• Meet at least monthly with Lead Parent Educator or Early Childhood Supervisor for supervision and support.
• Participate in mandatory monthly all-site meetings and other agency events as necessary.
• Attend mandated and other appropriate workshops/presentations that will promote professional development.
• Responsible for the program complying with all performance standards, including promoting the health and safety of all the children, following sanitation procedures and universal precautions, complying with the Confidentiality and Child Abuse & Neglect Acts as a mandated reporter, and other KAA Policies and Procedures
• Other duties as assigned.

Qualifications:

• High School Diploma or equivalent Associate’s in Office Management or related field preferred
• Experience with customer service
• Familiarity data entry and file maintenance
• Experience with administrative support
• Strong organizational and filing skills
• Intermediate to Advanced Computer Skills
• Able to stand, bend, move, and lift up to 25 lbs.
• Fluent in English and Spanish
• Valid driver’s license and provide own transportation to various locations throughout the county
• Home internet access
• This is a full-time position with benefits.

Why Kids Above All?

At Kids Above All we value our employee’s work/life balance. With flexible schedules, paid time off and 14 paid holidays, Kids Above All is a place where you can grow professionally and have a healthy work/life balance.

• Competitive pay and benefits
• Paid Vacation time and 14 paid agency holidays
• Medical, dental, vision, 401k, voluntary short-term disability, voluntary AFLAC coverage and Agency paid life insurance (Kids Above All pays 80% of the cost for employee medical coverage)
• Flexible schedules
• Agency laptop and Cell phone provided
• Ongoing training
• Opportunities for growth and advancement

Kids Above All is committed to supporting military service members and veterans and their families through employment opportunities.