Administrative Support Staff/File Clerk

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  

*Youth Service Bureau of Illinois Valley believes that all people deserve inclusivity, fairness, and justice.  We believe that both the success of our team and the wellness of our community is strongest by recognizing the qualities that make each person unique, including race, gender, age, sexuality, ability, religion, national origin, gender identity and other identities.  The YSB team values and respects each other and our community as we proudly serve.