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Safer Foundation
Location: Chicago, IL 60612 Document ID: A9152-2YHO Posted on: 2015-04-1404/14/2015 Job Type: RegularJob Schedule:Full-time
Minimum Education: Not Specified2015-05-14
Office Administrator
Title: Office Administrator
Program: Community Corrections
Location: Crossroads, 3210 W. Arthington, Chicago, IL 60612
To apply for this position, please click: https://home.eease.adp.com/recruit/?id=13097191
Please note: After you “submit” your application, you will receive an e-mail acknowledging receipt
JOB DESCRIPTION:
The Office Administrator is responsible for providing the highest level of administrative
support to the Center Supervisor/AVP-Community Corrections. This support includes reports generation, calendar and records management, correspondence preparation, word processing, filing, travel arrangements, etc. The Office Administrator is also responsible for the supervision, coaching and development of the Secretary, Data Entry Operator and Switchboard Operator.
Essential Duties and Responsibilities:
- Types and designs general correspondences, memos, charts, tables, graphs, reports, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes.
- Create and develop visual presentations utilizing desktop publishing.
- Schedule and organize meetings, travel, conferences and activities for the Center Supervisor and designates.
- Establish, develop, maintain and update filing system for the Center Supervisor. Retrieve information from files when needed.
- Handles calls for the Center Supervisor, taking messages and fielding answers to routine and non-routine questions.
- Supervises the work of the Receptionist, Secretary and the Data Entry Operator and conducts mid-year and annual performance evaluations.
- Opens mail for the Center Supervisor, drafting written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
- Act as a liaison with other departments and outside agencies, including high-level staff of the IDOC and Safer’s Leadership Team.
- Handles confidential and non-routine information and explains policies when necessary.
- Works independently and within a team on special nonrecurring and ongoing projects.
- Acts as project manager for special projects, at the request of the Center Supervisor.
- Oversees the purchasing of supplies as designated. Conduct training on use of sensitive office equipment.
QUALIFICATIONS:
- 5 years of work experience, preferably at an executive level.
- Knowledge of secretarial/office administrative procedures,
- An excellent command of the English language and a variety of computer software applications in word processing, spreadsheets, database and presentation software.
- Must have a high level of interpersonal skills to handle sensitive and confidential situations.
- Requires demonstrated poise, tact and diplomacy.
- Some analytical ability is required to gather and summarize data reports, find solutions to various administrative problems, and prioritize work.
- Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
ACADEMIC BACKGROUND:
- Associates Degree in Secretarial Science, Business or related discipline
- 5 years related experience
Safer Foundation is a drug-free workplace.
EOE/AA/M/F/D/V