Apply Description
We are seeking an Administrative Assistant for the following location:
Wabash (CYC Administrative Office) – 218 S. Wabash Ave, Chicago, IL
The ideal candidate will provide administrative and program support to Wabash Administrative Team and program management staff.
Responsible for providing administrative support to Early Learning management team and other staff as assigned; assist in compiling data; prepare and organize center/program correspondence, memoranda, proposals and reports; provide reception coverage, copier projects, mail handling, supplies control and inventory; coordinate special projects as assigned.
Responsible for assisting in the management of fiscal, contract, and grant management of the center/site; perform financial transactions including petty cash disbursements, cash receipts, and bank deposits. Track expenditures and code invoices for payment; prepare financial reports as assigned including payroll, petty cash reports, cash receipt journals, purchase orders, invoices, volunteer time records, and in-kind contribution reports.
Responsible for management of data collection and tracking systems; ensure accurate data entry and reporting in accordance with agency and funding source requirements; perform assigned data entry functions. Develop and maintain program and administrative filing systems consistent with agency and funding source standards, function as liaison with network administrator and computer system consultants.
Assist in the completion of the agency food program applications, monitoring, and reporting as assigned.
Responsible for assisting in the human resources management of the Partner locations maintain staff and licensing files according to agency and licensing standards; recruit and train volunteers; orient new staff to center policies and procedures. Data entry of files into the various data systems and maintain personnel files.
Responsible for assisting in the implementation and reporting of for Parent Policy Committee, and assigned program activities, including parent policy committee, and family engagement activities, center and sub-committee meetings, program advisory committees, and special events.
Responsible for gathering and completing the Early Childhood Agency In-kind Report. Review and monitor in-kind reports and track/report progress toward achievement of in-kind goals utilizing the data System and cost matching documentation.
Requirements
High School Diploma required; some college preferred.
2-3 years of related experience.
Knowledge of clerical and administrative procedures and systems such as filing and record keeping
Knowledge of principles and practices of basic office management
Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Excellent grammar and spelling skills.
Effective customer relations and communication skills (verbal and written); ability to communicate effectively with multiple levels of management, stakeholders, and constituents.
Strong organizational skills, including ability to create and manage complex schedules, multi-task, maintain accurate records, and prepare reports.
Advance computer proficiency in Microsoft Office (MS Word, Excel, Outlook, etc.)
Energetic and outgoing personality, including ability to work under multiple reporting layers.
