Administrative Support Specialist

Description

POSITION TITLE: Administrative Support Specialist  

STATUS: Non-Exempt, FT 

GRADE: 1

SALARY: $47K-$50K

DEPT: Youth & Family Potential PROGRAM NAME: CCR&R

REPORTS TO: Administrative Manager 

SUMMARY: The Administrative Support Specialist provides diversified administrative and program support services for program personnel and program members. The Administrative Support Specialist ensures that programs remain within contract compliance. This position plays a vital role in ensuring synergy among YWCA programs, constituents and communities served.

COLLABORATES WITH: Youth and Family Potential Program staff members; representatives from Cook County Human Services, DuPage County Human Services, Kane County Human Services, Illinois State Board of Education, Illinois Department of Human Services and Illinois Department of Children and Family Services; members and Child Care Providers throughout Chicagoland.

ESSENTIAL RESPONSIBILITIES:

General: Educate visitors about the YWCA’s available services.

Contract Compliance: Gather and maintain statistical data, complete reports, prepare correspondence, and distribute information through mail or email information to members in a timely manner.

Administrative Duties: Responds in a timely manner to YFP division-wide administrative support requests Accurately and efficiently, perform a variety of administrative and office support activities for multiple individuals, including distribution of mail, directing visitors, creating spreadsheets and PowerPoint presentations, conducting Internet research, copying, faxing, filing, and data entry. Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies. Work directly with the YFP Leadership Team to ensure all data entry of monthly credit card documentation. Process expense reports and invoices. Complete daily closing checklist. Responsible for completing bi-weekly cleanliness checklist.

Member Contact: Serves as backup for the Client Relations Specialist. Greet members and provide professional, courteous service always. Distribute program information and explain program guidelines. Connect members with other staff as needed.

NON-ESSENTIAL RESPONSIBILITIES: Responsible for promoting and educating individuals about all programs and assisting members in moving between the Child Care Assistance Program, Child and Adult Food Program and other offered programs within the YWCA. Attend special events and programs as needed.

OTHER DUTIES AS ASSIGNED: Other duties outside of the responsibilities of the position may be assigned, whether for a project, special needs task or other assignment.

QUALIFICATIONS:  General office and/or administrative experience is preferred. Expert skill levels with MS Office Suite and Outlook are needed. The position requires well-developed organizational and problem solving skills, with a keen attention to detail. Well-developed interpersonal and communication skills (both oral and written) are essential. The Administrative Support Specialist needs to be versatile and agile, performing duties ranging from providing backup coverage for other positions as well as training others in the various office systems and programs.

The Administrative Support Specialist is expected to work some nights and weekends, be an initiative- driven, customer service-oriented individual who actively pursues additional assignments as time and workload allow. Position will require the ability to work independently, while prioritizing and managing multiple assignments simultaneously is needed.

Discretion is required for the handling of documents and for member concerns. Demonstrated respect and appreciation for working in a multi-ethnic and multi-cultural work environment must be evident. The Administrative Support Specialist must be able to work effectively with members who may show stress and impatience and must provide professional representation of the YWCA to visiting representatives of governmental agencies.

Professional Training Required:  A minimum of ten (10) hours of professional training related to Early

Childhood and/or to the responsibilities of the position is required annually.

EDUCATION REQUIRED: A High School diploma, or GED, is required. An associate degree or a progress toward completion of a degree is preferred.

WORK ENVIRONMENT: The work environment includes offices; members and visitors may visit with children.  The noise level is usually moderate. Movement requirements include walking, stooping or kneeling.  There may be a  need  to  reach,  lift  or move  objects, such  as  packages,  supplies  and computers. Normal (or corrected) vision range; ability to see color and to distinguish letters, numbers and symbols are necessary to the work, which may require close viewing. Occasionally may need to lift and/or move up to 30 pounds. Communication needs include seeing, hearing and speaking. While in the office, there will be periods of sitting, and using computers. This position may require work on some evenings and weekends.  Reasonable accommodation may be made for an incumbent to meet the essential responsibilities of the position.

WORK SCHEDULE: Monday – Friday, 8:00am-4:00pm. This position may require work on some evenings and weekends. Schedule can vary depending on the needs of the agency.