Administrative Assistant (Child Welfare)

Job Description

Job Description

Description:

Job Title: Administrative Assistant

Department: Child Welfare Department

Reports to: Direct Child Welfare Director

Job Type: Full-Time, Salary, Non-Exempt

Job Location: Lavergne Chicago IL 60651, Roosevelt Chicago, IL 60624

Salary Range : $38,000-$42,000

Rincon - Building Spaces, Restoring Communities- Who we are:

What began as a small clinic established by young community leaders on the West Side of Chicago in 1972 has grown into one of the largest providers of high-quality and culturally competent services focusing on counseling and crisis intervention services, substance use prevention and treatment, violence prevention, education, case management, community and family services. We are dedicated to rendering compassionate and effective programs to promote the quality of life by catalyzing to advocate, educate and empower clients to reach their optimal level of independence.

Position Description – What the Role Entails:

The Administrative Assistant provides high-level administrative support to the Child Welfare Program which provides a TLP (On Site Residential Housing) and ILO (Community Based Housing) to DCFS Participants between the ages of 17 ½ to 21 years old. The program’s main goal is to prepare Participants for successful transition to independent living. This focus is achieved by a continuum of services that include a combination of self – reliance, practical skills, strong physical and mental health support and other supportive relationships, and daily living and life skills training,

The Administrative Assistant will be responsible for handling information requests, managing intake processes, and performing various clerical tasks, such as organizing documents, billing, arranging conference calls, responding to youth, staff, agency, DCFS, and community partner’s correspondences, and assisting the Director of Child Welfare and the Director of Case Management with day-to-day operations.

Company Culture - Do Our Values Speak to You?

At Rincon, our commitment to mutual respect, inclusivity, and diversity is woven into the structure of all that we do. We value:

• Dedication - Embodying effective and transparent leadership and quality client care.
• Education – Preventative programming and clinical services based on industry standards, competence and outreach.
• Accountability – Consistent service delivery, measurable success, and sensible financial management.
• Advocacy – Empowerment, reduction of treatment stigma, and relationship building with partners.
• Compassion – Embracing culturally diverse communities and equality through sensitivity to individual needs.

With these values in mind, we promote a culture that fosters professional development and agency success. Many of our employees span an extended tenure, and we pride ourselves on developing dedicated and supported team members.

Areas of Accountability - What you will be doing:

• Provide general administrative support for Child Welfare staff, including scheduling appointments, organizing meetings, and handling routine tasks and assignments.
• Work closely with the Director of Child Welfare to ensure compliance with regulatory requirements and maintain the standards for all Child Welfare programs.
• Draft, proofread, and generate documents, letters, Participants and staff materials as required, ensuring, confidentiality, accuracy and clarity.
• Collect, organize, and maintain accurate Participant files ensuring all materials are up to date and accessible.
• Monitor and maintain inventory levels for Participant personal items, programming supplies, furniture, and equipment, placing orders as needed.
• Coordinate the creation and distribution of the participant handbook, program policy and procedures manual, and other administrative documents for all Child Welfare Programs, ensuring they are current and comprehensive.
• Maintain organized records of all resources, handouts, and materials provided to Participants during their program participation.
• Manage the intake process for new Participants, ensuring all steps are followed and documentation is accurate and timely.
• Assist Participants with the preparation and submission of their applications for various services providing guidance and support throughout the process.
• Monitor Participant schedules, and appointments
• Serve as a point of contact for Participants, the Director of Child Welfare, Program Supervisors, addressing questions or concerns in a timely and professional manner.
• Oversee logistics for the Child Welfare Program, events and meetings, including coordinating venues, arranging catering, preparing materials, and ensuring all operational aspects run smoothly.
• Take detailed and accurate notes at staff and advisory meetings, distributing meeting minutes in a timely manner to ensure all action items are documented and followed up on.
• Assist the Child Welfare Director with the preparation and coordination of monthly leadership and staff meetings, quality improvement meetings, including scheduling, documentation, and follow-up on action items.
• Provide ongoing support for the smooth operation of NHSC programs by performing other duties as assigned by the Director of Education or CRSS Supervisor.

Rincon Rewards & Benefits- How we value you:

• Health insurance
• Dental & Vision insurance
• Life insurance
• Short- and Long-Term Disability Insurance
• 403(b) Retirement Plan
• Generous PTO (Paid time off)- Accrue up to 21 days in Year 1, some PTO carryover allowable.
• Employee Assistance Program
• Professional Development Opportunities
• Employment may qualify for the Public Service Loan Forgiveness Program (PSLF)
• Certain employees may qualify for City of Chicago commuter transit benefits

Rincon’s Work Environment – What to expect:

1. This position operates in a professional office environment and regularly uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines. The role is primarily sedentary; however, some filing and light physical tasks are required, including lifting files, opening filing cabinets, and occasionally bending or standing.

Schedule:

• This is a full-time position, with a standard schedule of Monday to Friday, from 9:00 AM to 5:00 PM. Flexibility may be required for program events as needed. This position will require to travel between offices.

Language:

• Must speak English.

RINCON FAMILY SERVICES IS AN EQUAL OPPORTUNITY EMPLOYER

The Knowledge and Expertise that Matters Most - What you bring to the Role:

• Demonstrated experience with high-level administrative support. Experience with non-profit administration a plus.
• Excellent communication skills, with fluency in written and spoken English. Spanish-speaking skills preferred.
• Strong attention to detail with the ability to prioritize and meet deadlines
• Proven success, achieving goals and working effectively with all levels of staff in a multicultural environment.
• Proficient in Microsoft Office applications (Word, Excel, Outlook).

Position Qualifications – What is required to Perform the Role:

• High School Diploma
• 2 years of administrative experience
• Must pass background checks
• Must be creative and flexible in approach to serving high-need youth