Office Support Specialist

3 months ago

Chicago, United States Kaleidoscope Full time
Job DescriptionJob Description

General Description


The Office Support Specialist is responsible for providing professional clerical and administrative support to agency staff and guests.


Essential Duties and Responsibilities


Position-Specific

  • Provides reception coverage, including greeting visitors and announcing appointments to staff.
  • Distributes Norman Funds checks and maintains proper disbursement records, as needed.
  • Retrieves, distributes and meters agency mail daily. Maintains postage meters including replenishing funds.
  • Manages Agency calendar including Conference room and reservations, clean-up and assists with set-up.
  • Performs pre-post meeting inspections and assists with set-up and clean-up.
  • Maintains Front Desk Reception Manual.
  • Creates and updates office space signage, staff directory, business cards, computer bag tags and mailbox labels for new hires.
  • Takes new hire photos.
  • Updates expired staff ID's.
  • Performs regular inventory of kitchen and meeting room supplies and restocks as needed.
  • Performs regular inventory of print area and restocks as needed.
  • Clears, organizes, and prepares offices for staff move ins/outs. This includes making sure work surfaces are clean and basic supplies are placed on the employee's desk before the start date.
  • Provides administrative support to executive staff, as requested.
  • Performs other duties as assigned by the Office Manager and/or Chief Operating Officer including the attached daily operations checklist.

All Employees

  • Supports the agency's mission, vision, and values.
  • Strives to demonstrate the following core principles to promote the best outcomes for children and families:
    • Lead by empathy and nonjudgement;
    • Practice Self-Awareness;
    • Name power imbalances and structural limitations;
    • Center youth and caregiver voice and choice;
    • Demonstrate flexibility and resourcefulness;
    • Balance healthy boundaries with authentic relationships;
    • Connect with what drives us;
    • Prioritize self-care;
    • Commit to critical thinking and curiosity;
    • Celebrate strengths and successes.
  • Demonstrates sensitivity to cultural and socioeconomic characteristics of children and families impacted by abuse and neglect.
  • Establishes and maintains appropriate professional boundaries.
  • Understands and abides by agency's policies and procedures.
  • Effectively utilizes supervision and provides supervisor with critical information.
  • Adheres to assigned schedule and notifies supervisor of changes for approval.
  • Utilizes Microsoft Outlook Calendar to accurately reflect planned daily schedule and changes.

Work Environment


This employee operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.


Physical Demands


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.


The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift or move up to 10 pounds and occasionally lift or move up to 25 pounds. Must be able to move file boxes and operate a motor vehicle.


Expected Hours of Work


The Office Support Specialist is expected to work 32 hours per week; 8:30am to 4:30pm Monday through Thursday.


Travel


No traveling required for this position.


Educational Requirements/General Qualifications


Minimum Degree Required:

High School Diploma or Equivalent

Degree Preferred:

Bachelor's degree

Minimum Years of Experience:

1 year of office experience

Licensure:

N/A

Information Technology Skills Required:

Microsoft Office 365 Suite

Other Requirements:

Excellent organizational, oral communication and time management skills



Job Posted by ApplicantPro

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