ADMINISTRATIVE ASSISTANT

The Administrative Assistant plays a crucial role in supporting community mental health services in the Rogers Park and Edgewater neighborhoods, particularly serving children and families. This role serves as the primary contact for community members and agencies, assisting with a variety of administrative tasks to ensure smooth daily operations. The ideal candidate is friendly, patient, detail-oriented, and committed to maintaining confidentiality, especially in handling sensitive information.

Duties and Responsibilities:

1. Community Support and Referrals:

   • Serve as the first point of contact for community members and agencies seeking center services.
   • Conduct initial phone screenings to determine eligibility for center services.
   • Provide referrals and resources for those not eligible for services offered by the center.

2. Database Management and Reporting:

   • Maintain a database of incoming phone calls and referral information.
   • Run and generate data reports as needed for internal use.

3. Administrative Support:

   • Support the Director and staff by assisting with meeting preparation, filing, mailings, conferences, and recording meeting minutes.
   • Maintain office supply inventory and prepare financial and budget forms as required.

4. Future Billing Responsibilities:

   • May assist with billing procedures related to mental health services at a later date.

5. General Office Duties:

   • Enter and maintain data in databases, ensuring data accuracy and confidentiality.
   • Coordinate and manage a variety of administrative tasks to support the office's overall needs.

6. Other Duties as Assigned:

   • Complete additional responsibilities as assigned to support the center’s mission and daily operations.

Qualifications:

Education and Experience:

• Education: High school diploma or equivalent.
• Experience: 1-3 years of relevant experience in administrative support, preferably within a community services or mental health setting.

Skills and Abilities:

• Strong verbal and written communication skills with a patient, friendly demeanor, especially when working with children and families.
• Excellent customer service skills.
• Ability to handle multiple projects simultaneously, adapting to changing priorities and deadlines.
• Exceptional attention to detail, organizational skills, and time management.
• Self-starter with the ability to take direction and work independently.
• Bilingual in Spanish (speaking and writing) is preferred.

Computer Proficiency:

• Familiarity with Microsoft Office Suite (Word and Excel) and ability to quickly learn other software as needed.

Additional Requirements:

• Must adhere to HIPAA standards, maintaining strict confidentiality.
• Ability to work two nights a week until 7:00 p.m.

Working Conditions:

• Flexible working hours are required, with irregular hours based on center needs.

Diversity and Inclusion Statement:

Loyola Community and Family Services is committed to fostering an inclusive environment that values diversity, equity, and inclusion. We welcome applicants from all backgrounds and encourage those who are passionate about social justice and community empowerment to apply.