Clinical Program Assistant

1 month ago

Chicago, United States ONE FAMILY ILLINOIS Full time
Job DescriptionJob DescriptionWhy One Family Illinois?

At One Family Illinois (Formerly SOS Children's Villages Illinois) we are committed to keeping brothers and sisters in foster care together by providing safe, stable, and loving homes. We do this by offering an innovative approach to traditional foster care. Our model of care provides a private, single-family home, access to a community center, and support from professionally trained Foster Parents and staff. With this, the children we serve benefit from the stability of remaining with their siblings as well as the support of neighboring One Family Illinois Foster Parents and the entire community.

· Work for an impactful organization with a purpose

· Corporate culture that supports diversity, equity, and inclusion

· Hybrid/flexible work options to help balance work and life

· PTO (paid time off in the form of personal days, sick time, vacation days, and paid company holidays

· Bonus Plan for Child Welfare Specialists

· Employee Referral Bonuses


Employee Well-Being Benefits

· Competitive Healthcare plans through BCBS for you and your dependents (eligible the first of the following month after 30 of FT employment)

· Vision/Dental/Life Insurance offerings

· Flexible PTO

· Access to an Employee Assistance Program (EAP)

· 403b Retirement Savings Plan (nonprofit version of 401K). Able to contribute immediately upon full-time employment. In addition, the organization will contribute 4% to your savings plan after 12 months of full-time employment regardless if you are contributing.

· Part of the federal student loan forgiveness program

· Access to financial advisors and financial education tools

· Tuition reimbursement options

· Opportunities for further education as well as time to attend trainings/workshops/etc. for personal/professional development

The Role:

Provide assistance and performs secretarial and clerical functions in support of the programs and administration of One Family Illinois.

Responsibilities:

• Screen, greet, and assist callers to the agency, and direct them to appropriate personnel.

• Answer phones, forward calls, take and relay accurate and complete messages.

• Prepare memos, correspondence, reports, etc. for the signature of the Program Directors and other personnel as directed and review final draft of each document for accuracy.

• Create and maintain accurate client spreadsheet for participants in the program.

• Sort, open as required, and distribute daily incoming mail.

• Accept and accurately receipt monetary and in-kind donations and gifts, and forward said information to the appropriate offices and personnel in a timely manner.

• Prepare invoice vouchers and forward to the finance office for payment.

• Prepare purchase order forms and maintain the purchase order control system.

• Prepare copies of documentation, correspondence, minutes, etc. as requested.

• Complete Date Entry activities needed to maintain clinical program compliance in State System and for stakeholder's reports.

• Handle all mailings received or outgoing for transport or pick-up by the appropriate vendor or facilities as needed or assigned.

• Coordinate all IT visits and is a point person for all IT issues. Under the direction of the Program Director.

• Monitor office equipment and supplies, process requests, and order office supplies for Program.

• Maintain the Program phone system and directory. Assist with setting up or changing voice mail for new staff as needed.

• Maintain and update staff/school bulletin boards and display.

• Create and prepare spreadsheets and forms as required.

• Secure Administrative Office/School at end of shifts, when applicable.

• Represent the Agency and its senior staff with internal and external communities as assigned.

• Attend and participate in general agency staff meetings, and other meetings as assigned by supervisor.

• Relate to other staff and to the public in a positive and professional manner.

• Perform other duties as assigned by the Supervisor.

Qualifications:

• High School Diploma and 3 years administrative experience, or Associate’s Degree and 1-year administrative experience.

• Exceptional organizational skills.

• Very strong written and verbal communication skills.

• Proficient in Microsoft Office, including Word, Access, Excel, Publisher, Power Point, SharePoint, and Google Maps.

• Working knowledge of copier and telephone equipment.

• Ability to relate to the agency staff and to the public in a courteous and professional manner.

• Ability to maintain accurate records and office systems.

• Reliable, punctual, and able to manage multiple tasks.

• Ability to work flexible hours. Ability to work some evenings and weekends as needed.

• Ability to work independently.

• Ability to be flexible and work effectively and efficiently.

• A valid driver's license, evidence of automobile insurance, availability of a car to travel in Chicago land area and surrounding suburbs.

• Ability to meet DCFS requirements as they relate to employment in a Child Welfare Agency, including a criminal background check.

• Ability to handle sensitive and confidential materials and to exercise discretion and independent judgment.

• Ability to relate to the agency staff and to the public in a courteous and professional manner.

• Sensitivity to the cultural and socioeconomic characteristics of clients and staff.

• Ability to work in an alcohol, tobacco, drug, and firearm-free environment.

• Commitment to One Family Illinois philosophy and mission.


ADA DISCLAIMER/STATEMENT: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. Position responsibilities are intended to describe those functions that are essential to the performance of this job. This position description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.


One Family Illinois is an equal opportunity employer. Employment, assignment, and promotion practices are carried out in accordance with all applicable laws, rules, regulations and orders without regard to race, religion, color, national origin, physical handicap, social handicap, sex, age, or ancestry.


The state of Illinois is an ‘at-will’ employment state, which means that either you or One Family Illinois may terminate your employment at any time for any reason. Therefore, this Position Description does not constitute an employment contract for any length of time.

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