Administrative Assistant providing essential administrative and clerical support to meet customer needs at Cayuse. Requires organization and communication skills in a professional office environment.
About the role
- Bilingual Administrative Assistant for a non-profit social services agency helping individuals with developmental delays. Responsibilities include administrative support, visitor greetings, and office supply management.
Responsibilities
- Greets visitors with a positive, helpful attitude including notifying staff of visitors.
- Answers and screens primary phone line in a professional manner and directs callers to appropriate extensions.
- Perform ad hoc administrative tasks to support operations.
- Assisting with a variety of administrative tasks including copying, faxing, preparing mailings including applying postage to outgoing mail daily.
- Open, date stamp, and distribute all incoming mail to staff mailboxes.
- Enter completed and approved CEUs for all Regional ISCs into Paycor software.
- Assists with maintenance of storage documents and preparation of documents for transfer to off-site secure long-term storage.
- Responsible for new employee orientation of office supplies, equipment, and basic office procedures.
- Provide purchase orders to staff with instructions and submit them to Program Director for approval signature.
- Stock and order office supplies, including paper and copier toner/ink supplies for all Region offices.
- Contact vendor as needed to schedule copy machine repairs.
- Maintain schedule of Meetings Rooms and other shared office spaces.
- Update assigned data fields to be input on Birdseye database.
- Update the Illinois ROCS data collection system.
- Prepare, develop, and maintain reports as directed by Program Director.
- Initiate and complete mandated reporting within required time frame, including development of written reports and any necessary follow-up activities regarding Adult Protective Services (APS), Office of Inspector General (OIG) and Department of Children and Family Services (DCFS).
Requirements
- High School Diploma or G.E.D. (Required)
- Associates Degree (Preferred)
- Minimum two-years’ general office experience (Required)
- General knowledge about individuals with Intellectual and Developmental Disabilities (Preferred)
- Ability to read, write and speak proficiently in another language, in addition to English (Required)
- Ability to proficiently translate documents (Required)
- Ability to proficiently interpret conversations (Required)
Benefits
- Flexibility to work from home (after initial training period)
- 401K Plan with 100% immediate vesting and generous company match
- Basic life insurance and long-term disability plans provided by agency at no cost to the employee with additional coverages available
- Excellent affordable health insurance with 5 different options to choose from, all of which offer no copay virtual visits
- Quality dental, vision, and short-term disability coverages available
- Generous paid time off (PTO) policy of 32 paid days off annually: includes 20 days PTO, 10 paid holidays plus 2 floating holidays per year
- Confidential Employee Assistance Program available at no cost
- Potential for loan forgiveness through the Public Service Loan Forgiveness Program (PSLF)
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