Job Details
Job Location
Chicago – 1100 W Cermak B414 – Chicago, IL
Position Type
Full Time
Education Level
High School
Salary Range
$45,000.00 – $48,000.00 Salary/year
Travel Percentage
Negligible
Job Shift
Day
Job Category
Nonprofit – Social Services
Description
Position Summary:
Person in this position will be responsible for supporting the program administration of the Chicago administrative office and needs for the agency. Essential job functions include those listed below.
Essential Job Functions:
- Order, inventory, distribute, and store all incoming supplies. Create and maintain file storage space. Maintain record retention procedures. Organize shredding day twice annually. Organize hazardous waste disposal as needed, but at least twice annually. Research off-site file storage contracts and procure as needed.
- Process WestCare Illinois billing, submit accounts receivable and payable documents to accounting, and ensure that program costs are allocated properly.
- Place orders for client needs (i.e., recreation, curriculum) and properly store and inventory these materials. Keep records of all materials provided to clients and participate in funding audits of same.
- Place orders for staff needs, i.e., resource materials.
- Process employee reimbursements and send to accounts payable.
- Complete weekly and monthly reports.
- Complete and maintain the EOC for the Cermak office.
- Complete and maintain invoices for youth stipends.
- Maintain payments for contractual personnel.
- Maintain and input information into the City Span for all youth programs.
- Input information into the Clinical Data System.
- Provide case management services as needed to clients and youth with focus on providing job resources (i.e., help with One Summer Job applications), financial services (i.e., work with banks and with City financial resources), and help with other client and/or youth needs. When working with SUD clients, enter proper notes into CDS for billing purposes. When using grant funds, maintain records for audit purposes.
- Assist with greeting clients and visitors, and provide assistance with phones.
- Maintain and update fire drills for the Cermak office.
- Maintain and organize general office files, both hard copies and shared file documents.
- Attend weekly or monthly video meetings for WestCare Safety/OSHA compliance, National Ops, Blue Cross/Blue Shield, all youth programs, bulk purchasing.
- Assist with renewal of state, city, and federal contracts and required filings.
- Act as notary as needed.
- Create and maintain spreadsheets for all youth programs, Medicaid payments, weekly attendance for participants for all youth programs.
- Assist the program administrator and supervisors.
- Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.
- Perform any other duties as assigned.
Qualifications
Essential Qualifications:
Certifications/Licenses:
- None required for this position.
Education:
- Bachelors degree is preferred.
- High school diploma or equivalent is required.
Experience and Competencies:
- Past experience in a high-level secretarial position, preferably in a social service setting.
- Superior writing skills
- Bilingual is preferred
- Must be highly organized, detail focused, and have excellent time management
- Must possess extremely strong computer skills
- Excellent communication and interpersonal skills
- Ability to pass background check
- Ability to obtain and maintain DCFS CANTS clearance
- Ability to obtain and maintain OIG LEIE clearance
- Ability to pass pre-employment drug screening
- Ability to exercise good judgment and discretion
- Ability to work well in a team environment
- Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality
- Must have professional appearance and demeanor
- Must be culturally/linguistically sensitive to populations served
- Valid drivers license and ability to obtain and maintain WestCares vehicle insurance
- Ability to obtain and maintain CPR certification, first aid certification, and an annual tuberculosis test
Working Conditions:
- Work is primarily performed in a professional setting.
- There may be periodic travel: local, regional, and out-of-state, including overnight stays.
Essential Physical and Mental Demands of the Job
The employee must be able to perform the following essential duties and activities with or without accommodation:
Physical Demands:
- Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds. Use of computer and telephone systems is required, which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to defend oneself and clients in physically abusive situations through the use of approved verbal de-escalation techniques.
- Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
- Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
- Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employees essential job functions and to observe client behavior and activities in and out of the facility.
- The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.
Mental Demands:
- Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
- Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions.
- Requires the ability to work under stress and in emotionally charged settings.
- The ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.