Administrative Support Staff/File Clerk

Job Description

Job Description

QUALIFICATIONS:

• High School diploma or GED.   
• Prior office experience.   
• Excellent organizational Skills. 
• Excellent communication skills both written and oral. 
• Self-directed and Self-motivated 
• Ability to prioritize multiple tasks on a daily basis 
• Computer knowledge including proficiency in Microsoft office, Word, Excel 
• Sensitivity and responsiveness to the cultural differences of individuals and families in groups outside 

SUMMARY:  Maintains and organizes file room while also completing general office duties. 

Filing Duties:  

• Maintains organization and security of file room and closed file storage area. 

• Maintains and manages open client files for various programs. 

• Organizes, sorts and files all applicable paperwork into individual client files.  

• Creates and opens new client files within designated time frames.  

• Understands and adheres to DCFS and YSBIV standards. 

• Receives closing paperwork/notifications and closes client files within designated time frames.  

• Routes closed Foster Care file copies to DCFS according to DCFS standards.  

• Purges archived files in a timely manner in accordance with DCFS standards and YSBIV Operating Policies.  
• Shreds confidential materials. 

General Office Duties:   

• Maintains supply inventories and is responsible for ordering of supplies. 

• Processes applicable accounts payable invoices and check requests.  

• Ensures all applicable receipts are collected and processed in a timely manner.  

• Maintenance and scheduling of office vehicles. 

• Maintain and track agency owned vehicle logs and use sheets.      

• Completes work within specified time frames. 

• Maintains confidentiality of information heard, seen, and discussed in the agency. 

• Assist in quality improvement efforts.

• Demonstrates the ability to remain friendly and cooperative during all working conditions.

• Notify Supervisor and Fiscal Department of any irregularities.  

• Maintains a neat and professional appearance. 

• Maintains visitor logs and badges. 

• Prepares and submits the appropriate monthly office checklists. 

• Maintains the daily functions of the office including greeting clients, answering phones, opening incoming mail, posting outgoing mail, and disseminating faxes and paperwork. 

• Prepares and submits the appropriate monthly office checklists.

• Schedules visit/conference room requests. 

• Works closely with IT to ensure readiness of equipment for new employees and maintenance of office equipment. 

• Actively participates in YSBIV’s continuous quality improvement program (CQI). 

Core Competencies:  

• Organized 

• Communication skills 

• Self-motivated 

• Computer knowledge 

• Multitasker