Under the direct supervision of the Vice President of Education and Program Operations or its assignee, provides highly specialized executive assistant, accounting and personnel work requiring independent initiative, judgment, and knowledge of office procedures.
ESSENTIAL DUTIES & RESPONSIBILITIES: (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.)
Administrative Responsibilities • Assists with maintaining the Vice Presidents’ and Program Directors’ calendar and scheduling of meetings, etc. • Assists with both written and phone correspondence for the Vice President and Program Director. • Proof-read materials for the Vice President and Program Director. • Maintain the office environment in a professional manner at all times. • Keeps files and forms up to date and ensures that they are accessible to all staff. • Receives all visitors to Central Office in a professional manner. • Updates telephone listings and site directories for the Child Development department. • Answers phones and ensures that callers are directed to the appropriate staff. • Provides assistance and coordinates support functions to ensure efficient functioning of office procedures. • Develops systems and procedures for office operations. • Works with Central Office coordinators on a variety of projects to ensure that time lines are met and adhered to as required by our funders. • Types agenda for meetings as assigned. • Insures that all office equipment is working properly. • Works with building facility manager to coordinate offices, etc. • Assists with coordinating contracts. • Orders all necessary supplies for the Central Office. • Supervises other clerical staff.
Head Start/ Early Head Start Responsibilities • Is responsible for the submission of the Head Start/Early Head Start reports to Department of Family Support Services. • Collates screenings & referrals from each site for submission to Department of Family Support Services. • Is responsible for the submission of the Head Start/Certificate and Early Head Start reports to appropriate funding source. • Ensures that all volunteer and In-kind hours are submitted to the accounting department for recording, documentation, and application to correct program budget. i.e., Head Start, Early Head Start, Etc. • Gathers required information for the Head Start Audit & review as it pertains to enrollment. • Attends any meetings and required trainings (in and out of state) that may pertain to Head Start and Early Head Start requirements. • Will serve as a central point of contact for all departments.
Personnel H.R./Responsibilities • Maintains personnel files for Central Office and Site programs. • Processes new hires and closes out files for all terminations in conjunction with the H.R. staff. • Insures that all funding mandates are met for all personnel. • Assists with the updating of the Child Development handbook, policies and procedures, manuals & memos. • Updates job descriptions as required; creates new job description if required. • Coordinates with the Accounting and Administrative departments during the Head Start Fiscal Review. • Keep up-to-date records of time sheets, vacations, sick days and personal days of Central Office staff, School Directors and Program Area Managers. • Updates salary scale when required by funders and grantees, and at the specific request of the Vice President or Program Director. • Works with Human Resources, Accounting and Payroll departments to insure that status changes submitted by Site Directors and Central Office are allocated to appropriate budgets for staff, and in accordance with funders & grantees. • Responsible for the submission of required documentation for background checks and fingerprinting required by the City of Chicago and Illinois Department of Children and Family Services for the Central Office staff. • Pre-screens resumes for the Vice President and/or Program Director. • Assists with the verification of references, education and past employment.
Accounting Responsibilities *Requires highest degree of professionalism, including confidentiality of activities for the department, agency and outside contacts.
• Completes check requests and purchase orders for the Child Development Central Office department. • Examines check requests and purchase orders from sites to ensure correct allocation and supporting documentation is attached before submitting to Director of Program or Area Managers for signature. • Submits monies received for tours, visits, workshops, and classes, sales of materials, conferences, presentations and off-site classes for staff to the Accounting department. • Responsible for keeping records of all monies received. • Records and copies all checks issued to the Child Development department and submits to the Accounting department to apply to appropriate budget. • Completes expense reports, check requests, mileage reports, or other necessary reports for the designated staff.
OTHER FUNCTIONS: The company may assign other functions to the job at its discretion.
QUALIFICATION 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.
• Ability to perform each essential duty satisfactorily. • Knowledge of general office procedures. • Proficiency in Microsoft office suite (particularly word processing and spreadsheets). • Ability to multi-task and work in a very fast paced environment. • Outstanding proof-reading skills. • Ability to type a minimum of 40 words per minute. • Ability to handle administrative details independently. • Knowledge of English and spelling • Knowledge of business accounting • Basic math and computational skills • Ability to make use reasoning skills and make sound judgments in a fast paced environment. • Ability to maintain confidentiality. • Accept and use constructive feedback. • Participate in staff development opportunities within and outside of the agency. • Communicate ideas effectively. • Ability to work under stress. • Work cooperatively with all staff, consultants, regulatory/funding representatives. • Serve as an advocate for children and families.
Bachelor’s Degree in Business Administration or related field or at least 5 years secretarial/administrative experience (preferably in an educational setting).
Chicago Commons is a premier social service organization that has made a difference in the Chicago land area for over 120 years. Chicago Commons’ mission has been to partner with individuals, families, and communities to overcome poverty, discrimination, and isolation. We are a neighborhood-focused nonprofit dedicated to improving the well-being of thousands of children, adults, seniors, and famil...ies. Our programs are designed to provide the necessary tools to help strengthen skills and develop self-sufficiency. Since 1894, we have operated in neighborhoods where children, seniors and families are most at risk for poverty, violence and educational disadvantage including West Humboldt Park, Pilsen, Back of the Yards, and Grand Boulevard.