Center Support Assistant at Easterseals Serving Chicagoland and Greater Rockford

Chicago, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

08 Apr, 26

Salary

0.0

Posted On

08 Jan, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Operational Support, Record Keeping, Inventory Management, Data Entry, Family Support, Financial Management, Communication, Problem-Solving, Organizational Skills, Detail-Oriented, Proactive, Team Collaboration, Health and Safety Coordination, Training, Technical Assistance

Industry

Non-profit Organizations

Description

Description EMBRACING ABILITIES. EXPANDING POSSIBILITIES. At Easterseals of Chicagoland and Greater Rockford, we are committed to two – often interconnecting - pillars of work……early learning and disability. Through these pillars, we transform the lives of early learners and individuals of all abilities through access to expert educational, family, and community support. As an affiliate of America’s largest nonprofit healthcare organization, we have proudly served the communities and families of Chicagoland and Greater Rockford since 1936. For more information about our organization, please visit us online at www.eastersealschicago.org. The Center Support Assistant plays a pivotal role in ensuring the smooth operation of the center by handling a diverse array of administrative, operational, and supportive tasks. This role encompasses supporting administrative functions, such as answering phones, managing correspondence, and scheduling appointments, while maintaining efficient record-keeping and inventory systems to ensure information is accessible and supplies are adequately stocked. Additionally, the Center Support Assistant manages billing, processes invoices, and handles purchasing orders to ensure financial transactions are accurate and timely. Supervising volunteers, providing guidance, and ensuring their effective integration into the center's activities is also a key responsibility. Compliance with health, safety, and regulatory requirements is paramount, necessitating diligent oversight. Effective collaboration with administrative staff and proactive management of responsibilities are essential to the success of this role, ensuring the center operates efficiently and continues to provide high-quality services. This role is ideal for someone who is exceptionally proactive, detail-oriented, and thrives in a fast-paced environment. Must have excellent analytical and organizational skills with a demonstrated ability to improve process efficiencies and manage a diverse workload consisting of a mix of office management and project management support for the region. This position is located at the Easterseals Gilchrist Marchman Child Development Center at 1312 S. Racine Ave, Chicago, IL 60608. MAJOR FUNCTIONS/ACCOUNTABILITIES: Administrative Support Greeting, Directing, and Assisting Families and Visitors Answering Phone Calls, Taking Messages, and Routing Calls Operational Support Supporting Administrative Functions: Assisting with daily administrative tasks such as responding to emails, scheduling appointments, and managing correspondence, ensuring smooth and efficient center operations. Efficient Record Keeping: Maintaining well-organized and up-to-date records for clients, staff, and programs, is crucial for compliance, accurate reporting, and easy access to information. Inventory Management: Monitoring and managing the inventory of supplies and equipment, ensuring necessary items are always available, and ordering new supplies as needed to support uninterrupted center operations. Data Entry and Reporting: Performing accurate data entry into various systems and generating reports to track program outcomes, monitor performance metrics, and support decision-making processes. Family and Staff Support Assisting Parents with Paperwork and Intake Processes: Helping parents complete the necessary paperwork and guiding them through the intake process to ensure a smooth and efficient onboarding experience. Distributing Maintenance Supplies and Preparing Meals/Snacks: Ensuring maintenance supplies are distributed as needed and preparing meals or snacks to support the center's daily operational needs. Data Management and Reporting Creating, Updating, and Filing Attendance Sheets: Maintaining accurate and current attendance records for students and staff, essential for reporting and compliance. Implementing Systems for Accurate Food Program Billing: Developing and maintaining systems to ensure accurate billing for the Food Program, tracking meal participation, and submitting monthly reports. Completing Meal Participation Forms and Submitting Monthly Reports: Accurately completing and submitting meal participation forms to meet program requirements and ensure proper reimbursement. Financial and Inventory Management Guiding Parents on Childcare Applications and Payments: Assisting parents with applying for childcare services and managing payments, ensuring they understand and comply with the requirements. Compiling and Reporting Paperwork from Action for Children: Gathering and submitting required documentation to Action for Children, ensuring all necessary paperwork is accurately completed and reported. Developing and Managing Inventory Systems for Supplies: Creating and maintaining efficient inventory systems to ensure supplies are adequately stocked and managed. Tracking Orders, Receiving Deliveries, and Ensuring Proper Storage: Monitoring the status of orders, accepting deliveries, and ensuring items are properly stored and organized for easy access. Attendance and Enrollment Management Creating and Maintaining a System for Reporting Weekly Attendance and Enrollment: Developing and managing a system to accurately report weekly attendance and enrollment figures, supporting planning and resource allocation. Updating Sign-In and Sign-Out Sheets Weekly: Keeping sign-in and sign-out sheets up to date to ensure accurate student attendance tracking. Maintaining Current Enrollment Lists: Regularly updating enrollment lists to reflect changes and ensure accurate records of student participation. Facility, Vendor, and Security Management Assisting with the Maintenance of the Center's Facilities: Supporting the upkeep of the Center's facilities through routine maintenance and facility repairs, managing cleaning schedules, and reporting issues to ensure a safe, clean, and welcoming environment. Reporting on Building or Equipment Issues and Coordinating Repairs: Identifying and reporting any building or equipment issues promptly and coordinating necessary repairs to maintain a functional and safe facility. Maintaining Organization of Storage Areas and Office Supplies: Keeping storage areas and office supplies well-organized to ensure easy access and efficient use of resources. Ensuring Functionality of Security Cameras and Assisting with Footage Recall: Regularly checking the functionality of security cameras and assisting with retrieving footage when needed to maintain a secure environment. Keeping the Main Lobby Area Organized and Accessible: Ensuring that the main lobby is tidy, welcoming, and accessible for all visitors. Corresponding with Contracted Vendors: Communicating and coordinating with vendors to manage services and supplies, ensuring vendor relationships are maintained and service levels meet the center’s needs. Inventory and Purchasing Maintaining Accurate Inventory of Supplies and Equipment: Keeping detailed records of inventory to ensure supplies and equipment are adequately stocked and available when needed. Developing Systems for Timely Purchasing of Supplies: Creating and implementing systems to ensure timely and efficient purchasing of necessary supplies, preventing shortages and disruptions. Purchasing and Tracking Office/Classroom Supplies: Managing the procurement and tracking of office and classroom supplies to support the daily operations and educational activities of the center. Training and Support Providing Training and Technical Assistance to Staff and Parents: Offering training sessions and technical support to staff and parents, enhancing their skills and knowledge to better support the center’s operations and educational goals. Professional Development Attending Workshops and Training Related to Data Management and Record Keeping: Participating in professional development opportunities to stay current with best practices in data management and record keeping, ensuring high standards of accuracy and compliance. Health and Safety Coordination Managing Safe Environment Assessments: Conduct regular assessments to ensure the center’s environment meets safety standards and is conducive to the well-being of clients and staff. Coordinating the Easterseals Health and Safety Program: Leading the implementation of the Health and Safety Program, organizing drills, inspections, and safety responsibilities to maintain a safe environment. Acting as Health/Safety Committee Chair: Leading the Health/Safety Committee, organizing regular meetings, and coordinating safety drills and inspections to ensure ongoing compliance with health and safety regulations. Communication and Translation Attending Meetings, Translating Documents, and Assisting Non-English-Speaking Families (if applicable): Participating in meetings, providing translation services, and assisting non-English-speaking families to ensure effective communication and inclusivity. Requirements Education/Certification and Experience: High school diploma with at least 1 yr. of administrative experience. Associate degree or equivalent experience preferred. Skills/Abilities: Proficient with Microsoft Office Suite or related software including Microsoft Teams. Ability to successfully manage multiple projects. Well organized, highly detail-oriented, and accuracy driven. Ability to express ideas clearly and concisely, orally and in writing, to groups, and to individuals. Ability to have difficult conversations that are reflective and positive to utilize direct conflict resolution strategies and to guide and support the same approach in others. Ability to work well under pressure with diverse personalities at all levels of the organization, child care partner centers, community agencies, and funding source personnel. Ability to utilize a strengths-based approach to achieve a high standard of excellence with work processes and outcomes and balance supporting centers and staff with ensuring accountability. Ability to safeguard practices that protect the privacy and confidentiality of families and staff, enabling colleagues to share only pertinent information. Receptivity to feedback, flexibility, willingness to learn, and willingness to embrace change and continuous growth. Ability to take ownership of actively seeking opportunities for continuous professional development, including the training required for this position. Ability to support and model ethical practices and professional boundaries when interacting with families, staff, and childcare partner centers. Ability to show initiative in problem-solving and implementing solutions. Vehicle/Transportation: Valid driver’s license. Auto insurance. Reliable vehicle. Physical Requirements: Prolonged periods of sitting at a desk and working on a computer. ADA: Easterseals will make reasonable accommodations in compliance with the Americans with Disability Act of 1990. Unless exempted by the Americans with Disabilities Act, all persons hired for this position are required to possess the ability to perform the physical tasks necessary to perform all job functions, i.e., bending, floor-sitting, etc., as well as to have the ability to lift up to 50 pounds frequently. #ELS123

Responsibilities

The Center Support Assistant ensures the smooth operation of the center by managing administrative tasks, record-keeping, and inventory management. They also supervise volunteers and ensure compliance with health and safety regulations.