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Bilingual Administrative Assistant

2 months ago

Bolingbrook, United States National Youth Advocate Program Full time

Job Details

Description

Who we are 

National Youth Advocate Program has been serving communities and clients since 1978 and we continue to grow each year. Our growth allows us to expand and develop new and innovative programs to meet the ever-changing needs of those we serve. We offer unique and personalized services for families and individuals in four areas: Prevention/Intervention, Positive Youth Development, Out-of-Home-Placement and Reunification/Permanency. 

We know you are compassionate and dedicated to serving your clients and communities and NYAP is dedicated to providing support to those who joinourteamWe look for individuals that are ready to make a direct impact and are excited to be an instrument in supporting the needs of our children, youth and families. 

Working At NYAP  

NYAP's commitment to doing what isbestfor children, youth and their families is acore valueand one that we look for in our newest team members. 

22 Days OffEach YearPlus 11Paid Holidays Per Year 

Healthcare Benefits for you and your family 

Competitive salaries and benefitsincluding a 401(k),Summer Hours Off (Half-day Fridays andWork Anniversary Trips 

Mileage Reimbursement, Phone Allowance, Student Loan Repayment Assistance, CEU’s and ongoing trainings/education 

Position Title: Administrative Assistant LTFC_JOR 

Reporting Relationship: Program Director or Designee 

Position Summary 

The Administrative Assistant for NYAP’s La Jornada (The Journey) Program focusing on Long-Term Foster Care (LTFC) will perform a variety of administrative tasks that promote efficiency in the daily operations of the office. The position requires excellent people relations skills, excellent computer skills including the MS Office Suite, and ability to learn specialized software, knowledge of office systems, basic bookkeeping and procurement skills, and sound knowledge of agency programs, procedures, and policies. Incumbent must be well organized and able to effectively interact with agency staff and the public. 

RESPONSIBILITIES 

The Administrative Assistant will perform administrative duties including, but not limited to: 

Performing all work in a manner consistent with the National Youth Advocate Program’s mission, values, and philosophies 

Arranging events and travel including annual conferences, regional conferences, training sessions and workshops, and all other public relation events as requested. 

Responsible for following the intake and placement procedures assigned to the administrative assistant including entering required information into NYAP’s electronic health record system and government databases within the required timeframe. 

Entering program information into various computer systems, maintain databases, and update changes, additions, deletions, etc.

Providing quarterly and annual reports on all minors served by the agency. 

Coordinating newspaper advertisements for the program, advocates, and agency employees. 

Collaborate and provide support to designated manager, team, and/or other administrative staff as needed.

Providing appropriate documentation for the payment of expenses incurred by program staff, and maintaining an ongoing log of program bills and expenditures if required. 

Attending meetings and recording and distributing meeting minutes as assigned by the Director or designee. 

Providing statistical data as required. 

Procuring and maintaining adequate office supplies and other items required for the program. 

Coordinating office equipment purchases, maintenance, and maintenance contracts. 

Providing notary public services for the agency. 

Providing general administrative support services for the assigned office.

MINIMUM QUALIFICATIONS 

High School Diploma or GED equivalent. 

Previous experience and proficiency in the use of various office machines, including computer. 

Travel arrangement aptitude. 

Basic bookkeeping skills and experience. 

Basic procurement skills and experience. 

Ability to learn specialized software such as Electronic Health Record and Human Resources Information systems. 

Bilingual English/Spanish fluency required. 

Proficient use of desktop and laptop computers, Microsoft Office, including Excel and Word, internet search, people management programs, smart phones and tablets, printers, fax machines and photocopiers as well as software including word processing, spreadsheet and database programs. 

OTHER SKILLS 

Excellent customer service and communication skills with a focus on caring for people, connecting communities, and promoting peace. 

Open to working non-traditional and flexible hours. 

Sensitivity to cultural diversity. 

Enthusiastic self-starter. 

Excellent oral and written communication skills, preferably in both English and Spanish. 

Strong organizational and administrative skills. 

Effective problem-solving and decision-making skills. 

Works well independently and as a team member. 

The qualified candidate will follow a team concept and support agency goals, colleagues and ORR liaisons. Candidate must be able to effectively work with and be respectful and sensitive to persons from various cultures, socioeconomic, ethnic, gender, gender identity, sexual identity, disability, religious, and racial backgrounds. 

Performing other duties as requested. 

Qualifications

The person in this position needs to follow a team concept and support both agency goals and co-workers. Employees must be able to effectively work with and be respectful and sensitive to persons from various cultures, socioeconomic, ethnic, religious, and racial backgrounds.