Administrative Assistant - Hybrid

The Administrative Assistant is responsible for handling a variety of routine and complex administrative, clerical, and office support activities for the fast-paced centralized intake department. They will be vigilant in assessing the position, rethinking systems and improving them where necessary. The Access Team is the front door of JCFS Chicago and oversees the main contact phone number and email for the agency. The Access Team is the first point of contact for many people who reach out or work with JCFS Chicago.

Knowledge, Skills and Abilities and Other Characteristics:

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  Greeting agency intake callers in a respectful, pleasant manner. Ensure callers and prospective clients are attended to and directed to appropriate staff while maintaining client confidentiality.

  
  
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  Develop, coordinate, and maintain agency program service schedules, files and records.

  
  
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  In addition to routine work, provide administrative support to the Access Team, as needs arise throughout the day.

  
  
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  Create and/or prepare spreadsheets, forms, reports, documents, presentations and statistics as required.

  
  
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  Ensure data entry into agency databases is timely and accurate.

  
  
• Work in conjunction with Access Director to plan tasks to meet scheduled deadlines.
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  Attend team and agency meetings to keep updated on internal and external programs and services.

  
  
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  Engage with external stakeholders, ensuring JCFS is professionally represented.

  
  
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  Assess for immediate risk and safety concerns on phone calls, voicemails, and emails to triage calls accordingly. Responsible for following agency safety guidelines and procedures.

  
  
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  Represent JCFS and its programs in a positive and accurate manner to both internal and external contacts.

  
  
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  Performs other duties as assigned.

  
  
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  Positive, upbeat and embodies customer service in all interaction with internal and external clients.

  
  
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  Thrives in a busy environment with various demands.

  
  
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  Organized, with the ability to use critical thinking and sound judgment to prioritize tasks and projects.

  
  
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  Computer-savvy and curious, with the ability to quickly learn multiple database programs.

  
  
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  Reliable and able to complete tasks and commitments with minimal supervision.

  
  
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  Detail-oriented, able to ensure records are kept accurately.

  
  
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  Proficient with Microsoft Office programs (2010), especially Excel, Word, and Outlook.

  
  
  
  

Minimum Qualifications:

• Bachelor's degree or equivalent experience
• One or more years or more of administrative experience.
• Must be proficient in all Microsoft Office programs. Preferable skill level intermediate or higher in Word and Excel skills.
• Able to prioritize, work independently and take initiative to improve administrative processes.
• Adaptable in a multi-tasking environment. Able to assist program staff, maintain front desk services and process accurate and reliable computer reports efficiently.
• Strong interpersonal and excellent organizational skills.
• Customer service-oriented attitude in serving internal and external stakeholders.
• Strong verbal and written communication skills, as will be working with clients and staff in person and on the phone. Must communicate openly and freely.
• Must be dynamic, adaptable, and comfortable collaborating with others.
• Must approach and engage in new challenges enthusiastically and energetically.
• Available to work occasionally to accommodate early morning or early evening coverage as needed.

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.

• Job Category: Union
• Minimum Compensation: $21.00 hourly

JCFS Chicago is an Equal Opportunity Employer/Minority/Female/Disability/Veteran. JCFS Chicago provides 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.

Must be legally authorized to work in the United States without sponsorship.

Please visit us at http://www.jcfs.org