Administrative Support Specialist

Description

POSITION TITLE
:
Administrative Support Specialist

STATUS
:
Non-Exempt, FT

GRADE
: 1

SALARY: $47K-$50K

DEPT: Youth & Family Potential PROGRAM
NAME
: CCR&R

REPORTS TO: Administrative Manager

SUMMARY
:
The Administrative Support Specialist provides diversified administrative and program support services for program personnel and program members. The Administrative Support Specialist ensures that programs remain within contract compliance. This position plays a vital role in ensuring synergy among YWCA programs, constituents and communities served.

COLLABORATES WITH: Youth and Family Potential Program staff members; representatives from Cook County Human Services, DuPage County Human Services, Kane County Human Services, Illinois State Board of Education, Illinois Department of Human Services and Illinois Department of Children and Family Services; members and Child Care Providers throughout Chicagoland.

• General: Educate visitors about the YWCA’s available services.
• Contract Compliance: Gather and maintain statistical data, complete reports, prepare correspondence, and distribute information through mail or email information to members in a timely manner.
• Administrative Duties: Responds in a timely manner to YFP division-wide administrative support requests Accurately and efficiently, perform a variety of administrative and office support activities for multiple individuals, including distribution of mail, directing visitors, creating spreadsheets and PowerPoint presentations, conducting Internet research, copying, faxing, filing, and data entry. Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
  
  Work directly with the YFP Leadership Team to ensure all data entry of monthly credit card documentation. Process expense reports and invoices. Complete daily closing checklist. Responsible for completing bi-weekly cleanliness checklist.
• Member Contact: Serves as backup for the Client Relations Specialist. Greet members and provide professional, courteous service always. Distribute program information and explain program guidelines. Connect members with other staff as needed.

• Responsible for promoting and educating individuals about all programs and assisting members in moving between the Child Care Assistance Program, Child and Adult Food Program and other offered programs within the YWCA. Attend special events and programs as needed.

• Other duties outside of the responsibilities of the position may be assigned, whether for a project, special needs task or other assignment.

General office and/or administrative experience is preferred. Expert skill levels with MS Office Suite and Outlook are needed. The position requires well-developed organizational and problem solving skills, with a keen attention to detail. Well-developed interpersonal and communication skills (both oral and written) are essential. The Administrative Support Specialist needs to be versatile and agile, performing duties ranging from providing backup coverage for other positions as well as training others in the various office systems and programs.

The Administrative Support Specialist is expected to work some nights and weekends, be an initiative- driven, customer service-oriented individual who actively pursues additional assignments as time and workload allow. Position will require the ability to work independently, while prioritizing and managing multiple assignments simultaneously is needed.

Discretion is required for the handling of documents and for member concerns. Demonstrated respect and appreciation for working in a multi-ethnic…