Document and Office Clerk

Position Summary

Document and office Clerk role provides administrative support for the senior services division. Main function is to collect file and organize office documents such as reports confidential records etc. is responsible for the general record keeping and communication activities required to ensure compliance and easy workflow of the daily paperwork received.

Education & Certification Requirements

Highschool Diploma required.

Min 23 years of experience in admin work required.

Must have a working knowledge of Microsoft Products.

Experience & Training Requirements

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required:

Proven ability to develop filing processes.

Great communication skills.

Candidates must be able to work in Office 365 and SharePoint.

Ability to gather data compile information and prepare reports.

Ability to create compose and edit written materials.

Provide excellent internal and external customer service.

Excellent organizational and timemanagement skills.

Ability to work in a fastpaced environment.

Preferred knowledge of Senior Services Data bases

Desired Outcomes

1. Prepare update reports weekly regarding the status of personal files in the TTP Portal.

2. Ensure compliance in the Training Tracking Portal.

3. Improve workflow processes

Essential Job Requirements & Duties

Provide customer service to incoming calls in the department as needed.

Monitor the Training Tracking Portal to ensure all documents are included in staffs profiles based on program guidelines any outstanding documentation staff must follow up with appropriate parties.

With the directive of the Compliance Manager develop a process to monitor collect and obtain all necessary documentation to be entered in the Informational systems portal.

Produce reports of the progress and outstanding documentation for each team.

Ability to stand walk reach with hands and arms or and stoop as needed to file and retrieve documentation from department staff as needed.

Update annual background information for all active staff in the informational portal.

Ability to support in running the annual backgrounds on multiple search platforms for 500 staff members.

Develop a filing system that will ensure files are organized and meet departmental compliance requirements.

Convert all paper files into electronic folders and house them in Chicago Commons database and other informational systems.

Always protect and maintain confidential information.

Ensure timely submission of all data entry into department databases.

Prepare pack all purged information for storage.

Establish and maintain positive professional relationships with coworkers administrators and clients served.

Must be able to travel and provide support to all senior services offices.

Performs other projects and duties as assigned.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform.

While performing the duties of this job the employee is regularly required to speak English specifically to communicate both in person and over the telephone. The employee must regularly be able to read English proficiently. The employee must regularly operate a wordprocessing system and therefore must be able to read produce and transmit data on such a system. The employee frequently is required to stand walk reach with hands and arms and stoop kneel crouch or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision requirements include the ability to see at close range.

Working Conditions:

(The unavoidable externally imposed conditions under which the work must be performed and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands environmental conditions demands on ones senses and mental demands.

To learn more about Chicago Commons benefits package please clickHERE.