Office Aide

Job Description

Job Description

Description:

At Helping Hand, we believe that every interaction matters. From the moment someone walks through our doors or calls our agency, our Office Aides help create a welcoming, supportive, and professional experience that reflects the Helping Hand Way.

If you are organized, people-focused, dependable, and thrive in a fast-paced environment, we welcome you to apply for our Office Aide position. The Office Aide serves as the face of Helping Hand by supporting front desk operations, welcoming visitors, assisting team members and families, and helping maintain a safe and organized environment across our facilities. This role is ideal for someone who enjoys multitasking, providing excellent customer service, and being a part of a mission-driven team.

SCHEDULE AND COMPENSATION:

• On-site position, full-time, 40 hours per week.
• Hours vary depending on departmental and positional needs.
• Salary range $20.50-$22.75/hr (hourly/non-exempt). 
• Salary based on skills and experience.
• Up to 6% annual bonus potential
• 403b retirement plan with up to a 4% company match.

HELPING HAND PERKS:

• Purpose-driven work that changes lives.
• Tuition reimbursement and clear career growth opportunities.
• Traditional medical (BCBS of IL), dental, and vision insurance.
• Employer-paid Group Life/AD&D, Short-Term, and Long-Term Disability.
• Team member appreciation events and year-round recognition.
• Employee Assistance Program (EAP) and wellness support.
• Generous PTO including paid holidays, vacation, accrued sick time, and personal days.
• PSLF-qualifying employer under the Federal Public Service Loan Forgiveness Program.

WHAT YOU'LL DO:

• Welcome and assist visitors, families, clients, students, and team members while maintaining building security and visitor check-in procedures.
• Answer, screen, and direct incoming phone calls, emails, and faxes.
• Check clients and families in and out of the clinic and day program services.
• Open, sort, and distribute incoming mail daily.
• Assist with opening and closing building procedures as assigned.
• Maintain the appearance and organization of the front desk, entryways, and lobby areas.
• Provide exceptional customer service and create a positive experience for all visitors and stakeholders.
• Assist with outpatient clinic scheduling, admissions, intake processes, and waitlist management.
• Support rental contract administration and related documentation.
• Assist with agency communications and administrative systems, including Microsoft 365 and internal communication platforms.
• Support cross-departmental projects and initiatives to help achieve organizational goals.
• Work collaboratively across Helping Hand locations and provide coverage for fellow Office Aides as needed.
• Perform a variety of administrative and clerical duties in a fast-paced environment.
• Other duties as assigned.

WHAT YOU BRING:

Education/Training:

• High School Diploma or GED required.

Experience:

• At least 1 year as a front desk assistant or in administrative work (preferred).
• DSP Certified or willingness to become certified within 90 days preferred.
• Experience and proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint).

Skill Sets:

• Bilingual proficiency in English and Spanish, including the ability to effectively communicate verbally and in writing with clients, families, team members, and community partners, is required.
• Valid driver's license with acceptable driving record and proof of ongoing personal motor vehicle insurance.
• Friendly, welcoming, and professional.
• Organized and detail-oriented.
• Able to multitask in a fast-paced environment.
• Comfortable communicating with a variety of people.
• Flexible and dependable.
• Passionate about supporting a mission-driven organization.
• Ability to promote and adhere to company values.
• A commitment to a diverse, inclusive, and equitable work environment.

WORK ENVIRONMENT:

• This position primarily works in a temperature-controlled office space and front desk environment.
• The person in this position needs to occasionally move about inside the office to assist others, distribute materials, or support operational needs.
• The ability to observe details at a close range (within a few feet of the observer), including computer screens, written documents, and forms.
• Ability to remain in a stationary position for extended periods of time while performing desk and administrative tasks.
• Consistently position oneself to assist others and use office equipment, including computers, phones, printers, and scanners.
• The ability to communicate information and ideas so that others will understand. Must be able to exchange accurate information in all situations, either in person, by phone, or electronically.

Helping Hand is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We believe that embracing our differences strengthens our community and enhances the quality of care we provide.