Administrative Support Staff/File Clerk

QUALIFICATIONS:

• High School diploma or GED.
• Prioroffice experience.
• Excellentorganizational Skills.
• Excellent communication skills both written and oral.
• Self-directed and Self-motivated
• Ability to prioritize multiple taskson a daily basis
• Computer knowledge includingproficiencyinMicrosoft office, Word, Excel
• Sensitivity and responsiveness to the cultural differences of individuals and families in groups outside

SUMMARY:Maintainsand organizes fileroomwhile also completing general office duties.

Filing Duties:

• Maintains organization and securityof fileroom andclosed filestorage area.

• Maintains and manages open client files for various programs.

• Organizes, sorts and filesall applicable paperworkinto individual client files.

• Creates and opens new client fileswithin designatedtime frames.

• Understands and adheres to DCFS and YSBIV standards.

• Receives closing paperwork/notifications and closes client fileswithin designated time frames.

• Routes closed Foster Care file copies to DCFSaccording to DCFS standards.

• Purges archived files in a timelymannerin accordance withDCFS standards andYSBIV Operating Policies.
• Shreds confidential materials.

General Office Duties:

• Maintainssupply inventories andisresponsible for ordering of supplies.

• Processesapplicable accounts payable invoices and check requests.

• Ensures all applicable receipts are collected and processedin a timely manner.

• Maintenance and scheduling of office vehicles.

• Maintain and track agency owned vehicle logs and use sheets.

• Completes work within specified timeframes.

• Maintains confidentiality of information heard, seen, and discussed in the agency.

• Assist in qualityimprovement efforts.

• Demonstrates the ability to remain friendly and cooperative during all working conditions.

• NotifySupervisor and Fiscal Department of any irregularities.

• Maintains a neat and professional appearance.

• Maintains visitor logs and badges.

• Prepares and submits the appropriate monthly office checklists.

• Maintains thedailyfunctionsoftheoffice includinggreeting clients,answering phones, opening incoming mail, posting outgoing mail, and disseminating faxes and paperwork.

• Prepares and submits the appropriate monthly office checklists.

• Schedulesvisit/conference roomrequests.

• Works closely with IT to ensurereadiness of equipment for new employeesand maintenance of office equipment.

• Actively participates in YSBIVs continuous quality improvement program (CQI).

Core Competencies:

• Organized

• Communication skills

• Self-motivated

• Computer knowledge

• Multitasker