Office Assistant - Family Hub Part-Time

The parttime Office AssistantFH will report directly to the Director of the Family HUB and will assist with administrative activities that originate from the HUB office. This position will perform a variety of administrative functions to carry out the daytoday operations to support the HUB team. The Office Assistant must have strong time management skills and be able to work independently. The position will be responsible for managing competing priorities in a fastpaced environment while maintaining a high degree of organization confidentiality and accuracy.

II. Education & Certification 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Two to three years of related administrative office experience required.

GED or diploma required. Associate degree in a related field preferred.

III. Experience & Training Requirements

Must have data entry skills with the focus on detail and accuracy.

Ability to learn and adapt to new computer programs and data entry systems ServeTracker and Salesforce a plus.

Bilingual preferred.

Strong proficiency with Office 365 Microsoft Excel PowerPoint and other Microsoft software

Strong written and verbal communication skills

Excellent organizational filing and time management skills.

Great customer service and interpersonal skills

Problemsolving and basic troubleshooting skills

Comfortable in a fastpaced environment

IV. Desired Outcomes

Proven proficiency with the use of Microsoft tools.

Organizes workload throughout the day to meet project timelines and deadlines.

Works closely with the Director of the Family Hub and the Hub team to enter data file order supplies as needed within all required timelines and according to all funder requirements.

V. Essential Job Requirements & Duties

(These include but are not limited to the following. The company reserves the right to add to delete change or modify the essential duties and responsibilities at any time.

Responsible for entering data as needed in electronic tracking system(s) efficiently within designated timeline.

Ensure efficient administrative support for the Family Hub.

Assist with scheduling client appointments if requested.

Schedule and coordinate staff and other meetings as requested.

Prepare draft communications such as memos emails invoices reports and other correspondence as needed.

Create and edit documents memos and instructional documents as needed.

Create and maintain filing systems both electronic through SharePoint and physical as needed.

Work collaboratively with all Chicago Commons teams.

Performs other duties as assigned.

Physical & Working Condition Requirements:

The physical demands outlined here reflect the requirements necessary for an employee to perform effectively in this role. Employees will regularly need to communicate in English both in person and over the telephone. Proficiency in reading English is essential. Frequent operation of a wordprocessing system is required including the ability to read produce and transmit data effectively.

The role involves frequent standing walking reaching with hands and arms and occasional stooping kneeling crouching or crawling. Employees should be capable of lifting and/or moving items weighing up to 20 pounds on occasion. Additionally specific vision requirements include the ability to see close range.

Employment Conditions:

This job description is designed to outline the essential functions and basic duties associated with the position. It serves as a guideline for job expectations and the skills necessary for employee success.

Please note that this document is not intended to be an exhaustive list of all functions responsibilities skills and abilities required. Additional duties and requirements may be assigned as deemed appropriate for the position. This document does not constitute a contract of employment and Chicago Commons reserves the right to modify this job description or assign tasks as necessary.

To learn more about Chicago Commons benefits package please click HERE.