Administrative Assistant

Job Summary

The Administrative Assistant’s responsibilities include managing calendars, prioritizing emails, and phone calls, gathering documents and reports to prepare for meetings, preparing expense reports, reconciling credit card statements, answering phone calls to the administrative office, purchasing supplies, and supporting other office needs. To be successful in this role, you should be well-organized and have excellent time management skills. Ultimately, you will contribute to the efficiency of our organization by providing personalized and timely support to administrative members.

Front Desk Support

• Answering phone
• During non-program hours field any questions.
• During program hours to support program operations.
• Supporting families & community members.
• Families with enrollment/program questions.
• Community members with deliveries, donations, volunteers, etc.

Support the Enrollment Manager with all responsibilities of their role including but not limited to:

• Process membership forms and Child Care Assistance Program Applications/Program Fees Determination Forms/Paystubs
• Verify that each membership form is completed in its entirety and signed prior to accepting the form.
• Manage all processes with the Child Care Assistance Program with the local Child Care Resource and Referral Agencies (CCR&Rs). Submit complete CCAP parent paperwork. Complete and submit monthly CCAP attendance certificates.
• Email/Membership Inbox management, supporting with family communications.
• Process Club Membership & Child Care Assistance Program (CCAP) Applications.
• Verify that membership applications and CCAP applications are complete, accurate, and signed prior to accepting the form.
• Will also include the processing of Paycheck Stubs for CCAP Determinations.
• Manage all processes with the Child Care Assistance Program through the local Child Care Resource and Referral Agencies (CCR&Rs). Submit complete CCAP family paperwork.
• Complete and submit monthly CCAP attendance certificates.

• Manage information flow in a timely and accurate manner.
• Create copies, scan files, and complete similar document-related tasks.
• Format information for internal and external communication – memos, emails, presentations, and reports.
• Create flyers and announcements for both internal and external distribution.
• Screen and direct phone calls and distribute correspondence.

• Minimum 1-year work experience as an Administrative Assistant or similar role
• Prior non-profit work experience is a plus
• Excellent skills and experience with Microsoft Word, Excel, and Outlook, working with databases and Internet research
• A personal mission, vision, and values that align with Boys & Girls Clubs of Elgin
• Exhibit professionalism and integrity through superior written and verbal communication skills
• Exceptional skills in the areas of organization, attention to detail, time management, and ability to manage multiple tasks, define and set priorities and problem-solve
• Ability to take initiative with projects to work both independently and in a team.
• Familiarity with office equipment and applications (e.g., e-calendars and copy machines)
• Discretion and confidentiality
• Must have a valid State Driver’s License