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Administrative Services Clerk-Energy Services

2 months ago

Chicago, United States Community and Economic Development Assoc Full time
Summary/Objective

Under the direction of the Administrative Services Supervisor, the Clerk will perform data entry tasks and file physical and digital documents for all Energy Services Department programs which include LIHEAP, LIHWAP and UBR applications. This position routinely handles highly sensitive and/or confidential information and will represent CEDA in a variety of capacities. Must demonstrate good judgment, an ability to be approachable and professional, solid problem solving skills, an ability to handle multiple tasks, an ability to be self-motivated and well organized, and maintain strict confidentiality.

Essential Functions
  • Accurately enter large amounts of data into CEDA, State of Illinois, and other databases.
  • Receive and place all documents in their physical/digital files precisely in compliance with policy for all Energy Services programs which include, Low Income Home Energy Assistance Program (LIHEAP), Low Income Household Water Assistance Program (LIHWAP), Utility Billing Relief (UBR), and other CEDA programs.
  • Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
  • Sort files numerically using application ID numbers of up to 15 digits.
  • Enter and/or update customer information in web-based program systems.
  • Report trends to Administrative Services Team, Administrative Services Supervisor, and other program leadership.
  • Work independently using available resources.
  • Assist Administrative Services Supervisor, Administrative Service Coordinator and other partners with various administrative projects including mass printings and mail room functions.
  • Other duties as assigned.
Knowledge, Skills, and Abilities
  • Excellent verbal/written communication skills and effective interpersonal and organizational skills proven in a team environment.
  • Ability to remain flexible and calm in high pressure or continually changing situations.
  • Attention to detail, identifying, analyzing documents and the ability to maintain a high level of confidentiality and professional conduct.
  • Ability to support and work within a team to meet production goals.
  • Computer literate; proficient in Microsoft Office Suite: Word, Excel, Teams, PowerPoint, SharePoint, and Outlook.
Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment/Travel

While performing the duties of this job, the employee works mostly in an office environment that is quiet to moderately loud, depending on the work area. Some local, county, or state travel may be required, including overnight stays. Employee is required to sit, use hands, stand, stoop, walk, talk, and listen while performing duties. General office equipment including personal computers, scanners, copiers, faxes, desk- and smartphones, and software programs. Occasional travel of distance may be required, especially suburban Cook County. Other travel of distance may be required. If driving on behalf of CEDA, must possess and maintain an applicable Illinois Driver License, clean driving record, and Auto Insurance that meets the State requirement.

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.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Requires normal range of hearing/vision.

Position Type/Expected Hours of Work

It is an administrative support level position requiring the exercise of discretion and independent judgment and is required to work a full time work week, as designated by the CEDA Employee Handbook, with periodic longer hours, including potential evenings, weekends, and odd hours.

Required Education and Experience
  • High school diploma or GED equivalent.
Additional Eligibility Qualifications
  • 1 year of experience in Energy Assistance Programs or a relevant social service operation is preferred.
  • Bi-lingual preferred but not required
  • Associates Degree in related field preferred not required.


AAP/EEO Statement
CEDA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, CEDA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

CEDA expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of CEDA’s employees to perform their job duties may result in discipline up to and including discharge.

ADA Statement

The physical demands, work environment factors, and mental functions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.