The Administrative Office Assistant manages office operations and administrative activities in the assigned location(s). St. Charles and Joliet, IL. Travel to St. Charles will be required one or two days a week and the other days would be in Joliet. The hiring manager is flexible with the schedule. Sometimes, you may only do one day in St. Charles. 

Qualifications

Education

• AA/AS degree required
• BA/BS degree preferred

Experience

• Minimum 2 years of office work experience preferred

Job Duties Include:

• Arranges and schedules a variety of meetings; notifying participants, confirming dates and times, reserving meeting sites, and preparing materials needed at the meetings
• Attends and participates in meetings; may take, transcribe and distribute as directed
• Collects, opens, date stamps, and distributes all incoming mail; initiates and/or transmits inter-office memos and notices
• Ensures the office equipment is fully functional by arranging maintenance and repairs as well as ordering and installing toner and paper for the photocopier and printers
• Maintains an accurate and detailed calendar of events, due dates, and schedules related to the assigned department or program and its services to ensure proper tasks and activities occur as scheduled maintains electronic and paper filing systems
• Processes and date stamps all invoices in a timely fashion; submits invoices for review, approval, and payment; maintains files of all invoices
• Receives, reviews and verifies documents and records for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures; may receive and process information of a confidential nature, maintaining strict confidentiality
• Develops or assists in the development of forms, worksheets, and record-keeping systems for the collection, dissemination, and maintenance of needed information
• Acts as liaison with other departments in the organization (human resources, technology, marketing, etc.)
• Assists with any special projects that require significant organization and administrative support
• Duties require initiative, judgment, and knowledge of internal policies, practices, and organization
• Ensures that all personnel paperwork is completed correctly and submitted within established timeframes
• Orders materials, supplies, equipment, etc. upon authorized approval
• Relieves supervisor of routine actions not requiring immediate attention; assists other support staff with assigned functions as needed; may oversee and direct the work of temporary support staff

Required Skills

1. Proficient in Word-processing software, email, and internet applications
2. Strong team building experience
3. Strong analytical, organizational, negotiating, and decision-making skills
4. Ability to effectively communicate with associates at all levels and with outside contacts
5. Ability to work a standard schedule as defined and extended hours as needed

We Invest In You!

• Tuition assistance up to $2500 per year
• Up to 4 weeks paid Vacation Days; up to 6 paid Personal Days and up to 5 paid Sick days annually
• Medical, dental, vision, 403b Retirement, flexible spending accounts, health savings account, and short-term disability options
• Agency paid life up to $50K based on salary
• Voluntary Supplemental Life for Employee, Spouse, and Child(ren)
• Voluntary Legal Plans
• Agency paid long term after 1 year of employment
• Career ladders, professional development, and promotion opportunities

A Different Kind Of Employer One Hope United is strong and ready to grow. Are you ready to grow with us?

• 800 talented professionals strong, serving 10,000 children and families in Illinois, Missouri and Florida
• Fiscally stable, $50 Million agency-- strong since 1895
• Energetic leadership and a rich community of support

One Hope United does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law. One Hope United is an Equal Opportunity Employer and a Drug-Free Workplace. OHU participates in eVerify.

In the spirit of caring for one another and our community, please note that upon accepting an offer of employment from One Hope United, you will be required to share proof of full Covid-19 vaccination, unless legally entitled to a reasonable accommodation related to religious or medical exemptions.