Administrative Aide I

Administrative Aide I

The Administrative Aide is responsible for handling a variety of routine and complex administrative, clerical, and office support activities for one of our more fast-paced programs. They will be vigilant in assessing the position, rethinking systems and improving them where necessary.

Knowledge, Skills and Abilities:

• Greet clients and visitors in a respectful, pleasant manner. Ensure clients are attended to and directed to appropriate staff.
• Answer phones, directing calls as needed, while maintaining client confidentiality.
• Develop, coordinate, and maintain programs, files and records.
• Utilize cloud-based software that supports the work of the Program and staff.
• Create and/or prepare spreadsheets, forms, reports, documents,
• Maintain accurate client files. Ensure data entry into the agency database is timely, accurate and UR compliant. Conduct weekly file reviews.
• Able to prioritize, work independently and take initiative to improve administrative processes.
• Adaptable in a multi-tasking environment. Able to assist program staff, maintain front desk services and process accurate and reliable computer reports efficiently.
• Process client payments, issue receipts, balance daily/weekly payment reports.
• Collect client insurance information, verify client insurance eligibility, work in concert with/at the direction of other administrative staff/supervisor to research client insurance eligibility.
• Develop, coordinate, and maintain program service schedules, files, and records.
• In addition to routine work, provide administrative support, primarily to clinical staff, as needs arise throughout the day.
• Utilize cloud-based recruiting software that supports the work of the Program and staff.
• Create and/or prepare spreadsheets, forms, reports, documents, presentations, and statistics as required.
• Maintain accurate client files. Ensure data entry into agency database is timely, accurate and UR compliant. Conduct weekly file reviews.
• Monitor program compliance, service and/or agency schedules referring problems to supervisor or other departments.
• Work in conjunction with supervisor and Program Director to plan tasks to meet scheduled deadlines.
• Monitor and maintain office supply inventory at the direction of supervisor.
• Perform other related duties as required, including relieving other administrative positions.
• Engage with employers and community contacts, ensuring JCFS is professionally represented.
• Responsible for following agency safety guidelines and procedures as related to front desk operations.
• Observe in every respect the confidential nature of the Agency's services or operations.
• Maintain client waiting room to ensure it is clean and orderly
• Cover evening shifts when it is their turn in the coverage rotation.
• Other duties as assigned
• Able to prioritize, work independently and take initiative to improve administrative processes.
• Strong interpersonal and excellent organizational skills.
• Customer service-oriented attitude in serving internal employees, external clients and community.
• Strong verbal communication skills, as will be working with clients and staff in person and on the phone. Must communicate openly and freely.
• Must be dynamic, adaptable, and comfortable collaborating with others.
• Must approach and engage new challenges enthusiastically and energetically.

Requirements:

• High school diploma or equivalent
• Must possess two years or more of Administrative Assistant experience.
• Available to work in the office up to 5 days a week.
• Must be proficient in all Microsoft Office programs. (Intermediate or higher Word, TEAMS, and Excel skills).
• Able to prioritize, work independently and take initiative to improve administrative processes.
• Adaptable in a multi-tasking environment. Able to assist program staff, maintain front desk services and process accurate and reliable computer reports efficiently.
• Strong interpersonal and excellent organizational skills.
• Customer service-oriented attitude in serving internal employees, external clients and community.
• Strong verbal communication skills, as will be working with clients and staff in person and on the phone. Must communicate openly and freely.

What You'll Love About Us:

• Time off: Paid time off varies by position – can include vacation days, sick days, paid federal holidays, and paid Jewish holidays.
• Benefits: Medical, dental, and vision insurance. 401(k) with base contribution and match. Additional health and wellness benefits, financial benefits, professional training, tuition reimbursement, 6 weeks paid parental leave, and much more.
• Job Code: Union
• Compensation: The minimum compensation for this position is $21.00 dollars hourly.

*Must be legally authorized to work in the United States without sponsorship*

EEO Statement:

Jewish Child and Family Services is an Equal Employment Opportunity ("EEO") employer. JCFS prohibits illegal discrimination and harassment and affords equal employment opportunities to employees and applicants without regard to race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, source of income, housing status, military service or discharge status, gender identity, genetic information, or any other protected category established by law, statute or ordinance.