Office Assistant - Family Hub

Job Details

Description

The part-time Office Assistant-FH will report directly to the Director of the Family HUB and will assist with administrative activities that originate from the HUB office. This position will perform a variety of administrative functions to carry out the day-to-day operations to support the HUB team. The Office Assistant must have strong time management skills and be able to work independently. The position will be responsible for managing competing priorities in a fast-paced environment while maintaining a high degree of organization, confidentiality, and accuracy.

II. Education & Certification Requirements

(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Two to three years of related administrative office experience required.
• GED, or diploma required. Associate degree in a related field preferred.
  
  

III. Experience & Training Requirements

• Must have data entry skills with the focus on detail and accuracy.
• Ability to learn and adapt to new computer programs and data entry systems ServeTracker and Salesforce a plus.
• Bi-lingual preferred.
• Strong proficiency with Office 365, Microsoft Excel, PowerPoint and other Microsoft software
• Strong written and verbal communication skills
• Excellent organizational, filing and time management skills.
• Great customer service and interpersonal skills
• Problem-solving and basic troubleshooting skills
• Comfortable in a fast-paced environment
  
  

IV. Desired Outcomes

• Proven proficiency with the use of Microsoft tools.
• Organizes workload throughout the day to meet project timelines and deadlines.
• Works closely with the Director of the Family Hub and the Hub team to enter data, file, order supplies as needed within all required timelines and according to all funder requirements.
  
  

V. Essential Job Requirements & Duties

(These include but are not limited to the following. The company reserves the right to add to, delete, change, or modify the essential duties and responsibilities at any time.)

• Responsible for entering data as needed in electronic tracking system(s) efficiently within designated timeline.
• Ensure efficient administrative support for the Family Hub.
• Assist with scheduling client appointments if requested.
• Schedule and coordinate staff and other meetings as requested.
• Prepare draft communications, such as memos, emails, invoices, reports, and other correspondence as needed.
• Create and edit documents, memos and instructional documents as needed.
• Create and maintain filing systems, both electronic through SharePoint and physical as needed.
• Work collaboratively with all Chicago Commons’ teams.
• Performs other duties as assigned.
  
  

Physical & Working Condition Requirements

The physical demands outlined here reflect the requirements necessary for an employee to perform effectively in this role. Employees will regularly need to communicate in English, both in person and over the telephone. Proficiency in reading English is essential. Frequent operation of a word-processing system is required, including the ability to read, produce, and transmit data effectively.

The role involves frequent standing, walking, reaching with hands and arms, and occasional stooping, kneeling, crouching, or crawling. Employees should be capable of lifting and/or moving items weighing up to 20 pounds on occasion. Additionally, specific vision requirements include the ability to see close range.

Employment Conditions

This job description is designed to outline the essential functions and basic duties associated with the position. It serves as a guideline for job expectations and the skills necessary for employee success.

Please note that this document is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities required. Additional duties and requirements may be assigned as deemed appropriate for the position. This document does not constitute a contract of employment, and Chicago Commons reserves the right to modify this job description or assign tasks as necessary.

To learn more about Chicago Commons' benefits package, please click HERE.