Office Manager

HOW TO APPLY:

Complete this Online Application,please visit our website for this & other positions  www.little city.org/careers/ & and enter the position title in the search engine. Please include your Cover Letter and Resume.

Salary : $ 35,694- $ 44,000/ Year Depending on years of Experience

PURPOSE:

To provide administrative/clerical support to the Foster Care and Adoption (FCAD) Program. To oversee the overall work environment of the administrative office site(s) where assigned. This position requires knowledge of a wide range of qualitative and quantitative methods for the development and management of administrative duties. The Office Manager is also responsible for keeping a close awareness of the program’s continuous quality improvement efforts, including but not limited to, data collection for the program’s performance and outcomes.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The list of essential duties and responsibilities, as outlined herein, is intended to be representative of the task to be performed. The omission of an essential function does not preclude management from assigning duties not listed herein is such duties are a logical assignment to the position.
1. Serves as Little City’s administrative office(s) liaison for human resources, training, development, IT, quality assurance, and accounting.
2. Manages and monitors purchasing supplies and ensuring that all programs have essential tools to conduct business daily.
3. Attend, and sometimes arrange, Foster Care and Adoption program meetings as needed with the sole function of note taking when recording/transcription is unavailable or not appropriate to be used.
4. Greets and assist visitors in-person when they arrive at the office.
5. Photocopy and distribute materials as required by the program.
6. Type memos, faxes, and letters as requested.
7. Order and maintain inventory of supplies for the office including office supplies, kitchen supplies, recruitment supplies, forms, and other miscellaneous items.
8. Screen, direct phone calls and take messages as needed.
9. Maintain postage machine and complete all direct mailing on behalf of the program
10. Perform all typing and computer work as required.
11. Handle and prioritize all outgoing/incoming correspondence (emails, letters, packages, etc.)12. Keep updated records of Office expenses and receipts.
13. Update all Respite binders and spreadsheets with current approvals.
14. Monitors and distributes Transportation needed for all clients in the program (Ventra cards, etc.)15. Make travel arrangements for program clients and staff.
16. Creates monthly CQI Calendar of documentation to be tracked by CWS teams and tracks it for completion by following a CQI cycle (Plan/Do/Study/Act)/communication and engagement with the team.
17. Update and distribute internal reports, for example but not an exhaustive list: case assignments sheets, face sheets, phone lists, and list of children in program.
18. On-Boards new staff and provides general staff support by getting them a working space, an , equipment, mailbox, supplies, etc, to ensure they can sufficiently perform in their role.
19. Database entry and clean-up including NTST and SACWIS.
20. Manages office security via providing instructions and setting up new staff and visitors with entry/exit information at office sites. This includes updating door lock codes at minimum quarterly and immediately following critical incidents involving unsafe situation breaches or separation of staff.
21. Act as a liaison between Chicago office and facility maintenance and IT. Complete maintenance, telephone and computer work orders as needed. Contact IT as necessary to coordinate their services. Handle complaints by staff regarding technology such as phone, computer,…