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JCFS Chicago · 1 month ago

Administrative Aide I

Northbrook, IL

Full-time

Onsite

Entry Level

2+ years exp

JCFS Chicago is a community service organization, and they are seeking an Administrative Aide to handle various administrative and office support activities. The role involves greeting clients, managing files, and providing support to program staff while ensuring compliance and efficient operations.

CommunitiesHuman ResourcesNon Profit

No H1B

Responsibilities

Greet clients and visitors in a respectful, pleasant manner. Ensure clients are attended to and directed to appropriate staff

Answer phones, directing calls as needed, while maintaining client confidentiality

Develop, coordinate, and maintain programs, files and records

Utilize cloud-based software that supports the work of the Program and staff

Create and/or prepare spreadsheets, forms, reports, documents

Maintain accurate client files. Ensure data entry into the agency database is timely, accurate and UR compliant. Conduct weekly file reviews

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

Process client payments, issue receipts, balance daily/weekly payment reports

Collect client insurance information, verify client insurance eligibility, work in concert with/at the direction of other administrative staff/supervisor to research client insurance eligibility

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

In addition to routine work, provide administrative support, primarily to clinical staff, as needs arise throughout the day

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

Maintain accurate client files. Ensure data entry into agency database is timely, accurate and UR compliant. Conduct weekly file reviews

Monitor program compliance, service and/or agency schedules referring problems to supervisor or other departments

Work in conjunction with supervisor and Program Director to plan tasks to meet scheduled deadlines

Monitor and maintain office supply inventory at the direction of supervisor

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

Cover evening shifts when it is their turn in the coverage rotation

Other duties as assigned

Able to prioritize, work independently and take initiative to improve administrative processes

Strong interpersonal and excellent organizational skills

Customer service-oriented attitude in serving internal employees, external clients and community

Strong verbal 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 new challenges enthusiastically and energetically

Qualification

Microsoft Office proficiencyCloud-based software utilizationAdministrative Assistant experienceClient confidentialityCustomer service orientationInterpersonal skillsOrganizational skillsVerbal communicationAdaptabilityInitiative

Required

High school diploma or equivalent

Must possess two years or more of Administrative Assistant experience

Available to work in the office up to 5 days a week

Must be proficient in all Microsoft Office programs. (Intermediate or higher Word, TEAMS, and Excel skills)