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Administrative Assistant

2 months ago

Chicago, United States Chicago Commons Association Full time

I. Position Summary

Performs highly specialized administrative and accounting work for individual sites. Coordinates office services and performs assigned administrative functions to support routine and standardized tasks at the site in order to implement agency objectives.

II. Education & Certification Requirements

  • Associate degree in Business Administration. 1 year of office experience is preferred.
III. Experience & Training Requirements
  • Basic proficiency with MicroSoft Office Suite.
  • Must be at least 21 years of age.
  • Related administrative skills and knowledge of general office procedures.
  • Ability to handle administrative details independently.
  • Ability to maintain confidentiality.
  • Knowledge of business, accounting, basic math, and computation skills.
  • Must be able to work in a fast-paced environment and manage many projects at once.
  • Must have the ability to work under stress.
  • Must have outstanding people skills and ability to develop, grow, and maintain relationships with others.
  • Required to speak and read English proficiently, bilingual preferred.
  • Must be able to take initiative, use sound judgement when making decisions.
  • Must be detail oriented.
  • Must be a self-motivated person who can work both individually and within a team.
  • Must be able to serve as an advocate for children and families.
IV. Desired Outcomes
  • Communicates with parents, students and coworkers in a way that results in their feeling that you care about their well-being, values and diversity by treating all with respect, integrity and dignity without regard to background, race, religion, age, gender, disability or sexual orientation.
  • Create and initiate office processes that support programing, audits and daily support of the site.
  • Work with direct supervisor on a yearly professional development plan. Identifies own learning needs and takes the steps necessary to develop skills and set challenging goals.
V. Essential Job Requirements & Duties
  • Always maintain a positive attitude regardless of the situation.
  • Keeps work area clean, safe, and secure.
  • Answers telephones in a professional, polite, and helpful manner, communicating with others appropriately.
  • Always maintain confidentiality regarding client and staff's personal information.
  • Keeps all confidential information in a secure location; makes sure it is locked in a file cabinet if necessary, according to DCFS regulations.
  • Works well with others, offering help when needed.
  • Handle conflicts with clients or staff in a way that results in others feeling respected and valued.
  • Notifies supervisor of any problems in a timely manner.
  • Demonstrates ethical behaviors in all activities and interactions.
  • Supports the Chicago Commons' philosophy of the Reggio Emilia approach.
    Delivers stellar customer service that meets the needs of children, families, and staff.
  • Establish positive, professional relationships with Chicago Commons' staff, community partners, and funders.
  • Establish and maintain effective relationships with children and families using a strength-based approach that is respectful, supportive, and culturally sensitive.
  • Handles the requirements for record-keeping to ensure compliance with all city, state, and federal regulations.
  • Prepares reports and maintains documentation.
  • Maintains a general ledger and records check requests and purchase orders for the site.
  • Ensure that important documents are filed appropriately.
  • Manages monthly billing and collection of tuition payments using the ProCare system.
  • Establishes and maintains complete record-keeping and retrieval for children, staff, and volunteer files.
  • Types and proofs memos and correspondence.
  • Assists the leadership team with essential communications to staff, families, administrative and regulatory personnel.
  • Processes program supply orders as needed and manages on-site inventory.
    Assists with meeting planning and follow-up.
  • Organizes and coordinates documents and/or food orders for professional development days, parent meetings, and other special events.
  • Assists in the kitchen, as needed, in the absence of the food aide.
  • Assists the team with special projects.
  • Other duties as assigned.


Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform. The employee frequently is required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 40 pounds.

Employment Conditions:
This job description is to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the duties as described. This job description is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned as deemed appropriate commensurate to the position. This document does not represent a contract of employment, and Chicago Commons reserves the right to change this job description and /or assign tasks deemed appropriate.

Working Conditions:
(The unavoidable, externally imposed conditions under which the work must be performed, and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental conditions, demands on one's senses, and mental demands.) None known.

Chicago Commons is an equal opportunity employer. We consider all applicants for employment without regard to race, religion, color, age, sex, national origin, citizenship, ancestry, marital or parental status, sexual orientation including gender identity, gender expression, military discharge status, physical or mental disability, or any other status or characteristic protected by law. In addition, Chicago Commons provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws (including during the application or hiring process).