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Administrative Assistant/Office Manager

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Published 18 days ago

Background: CCL’s vision is a community where everyone thrives. Too often, resource and economic opportunity limit participants’ choices and capacity to achieve their goals and vision. CCL partners with those held back by lack of resource and economic opportunity in order to uncover possibilities, overcome barriers, and realize their potential. Partnership takes many forms: coaching, training and educating, and coalition building, advocacy and organizing are the primary ways that goals and potential are realized.

Position Overview: The Administrative Assistant/Office Manager has the primary function to create an environment, through process, system and structure that ensures community is built, resources are shared, and the delivery of service across programs occurs smoothly in an environment conducive to clients and staff working together to achieve goals in a partnership.

 

Areas of Work:

● Oversee administrative and operational functions and processes of the organization including property/facility management, safety of the work environment, human resources, information technology, and management of the office space

● Communicates with all staff and external vendors, answer mainline telephone and use of voicemail system, use the computer (specifically Google applications such as Calendar, Mail, and Drive), sort mail, and maintain a clean, welcoming, and safe office environment

· Manages hiring processes and procedures through Zenefits HMIS

● Ensure that office infrastructure and equipment is in place and working properly and coordinates with external vendors as necessary

● Manages the calendar and daily schedule of Executive Director, ensuring the most efficient use of time

● Ensure the maintenance of document filing, retention and destruction policies are met

● Maintains office supplies, personnel records, filing system and office inventory of office equipment

● Manage supply and equipment inventories, inclusive of all purchasing for agency

● Address weekly administrative and organizational tasks

● Monitor all organizational policy, legislation, and regulations relevant to the organization (employment standards, occupational health and safety, human rights, etc.) to ensure that the organization is compliant and risk is managed

● Update, maintain, operationalize, and enforce organizational policies and procedures

● Provide regular policy and procedure trainings

● Support bookkeeping functions such as gathering/scanning invoices and receipts

● Other tasks as determined appropriate by Executive Director 

 

Working Conditions:

The position requires flexibility in schedule, duties, or unexpected events/circumstances that may occur, so tasks not specified here may be required to successfully execute the position and may be asked upon by the Executive Director. This position is supervised by the Executive Director. 

Successful Candidate will Demonstrate:

● Passion for CCL’s vision, mission and values (innovation, poder, economic justice, solidarity, accountability)

● Strengths around creativity, resourcefulness, problem solving, persistence and self-reflection

● Ability to engage a diverse community of people

● Commitment to confidentiality and professionalism

● Communicate clearly and concisely verbally and in writing; exercise initiative and use sound judgment

● Establish and maintain effective and positive working relationships with those contacted in the course of work

· Have great customer services skills, keeping a calm and welcoming attitude

· Feel comfortable interacting with people

· Be flexible and willing and able to adapt to changing situations, procedures, responsibilities, and personalities

· Have excellent written and oral communication skills

· Have excellent listening skills

· Ask relevant and thoughtful questions to staff and clients


Required Qualifications:

● High level of digital/technological competencies, inclusive of proficiency in MS Office Suite (Word, Excel, PowerPoint), web-based applications and databases

● Excellent communication, organizational, writing and proofreading skills

● Capacity to balance multiple tasks, prioritizes work, meet deadlines and work independently

● Excellent interpersonal, organization & team-building skills

● Excellent conceptualization, problem-solving & project leadership and management skills

 

Preferred Qualifications:

● A bachelor’s degree in human resources, management, business, or book keeping or equivalent experience (7+ years of administrative support) preferred. Bilingual (Spanish/English) skills

● 5 years of office management or executive assistant experience, preferably with non-profits

● Training in Employment Standards, Occupational Health and Safety, and Human Resources

 

Accountability: The Administrative Assistant/Office Manager is mutually accountable to CCL’s administrative team; is supervised by the Executive Director, and interfaces with the CCL staff on matters of office operations, IT equipment; personnel issues and changes; vendor relations and resource management related to the organization and its programs. 

Background: CCL’s vision is a community where everyone thrives. Too often, resource and economic opportunity limit participants’ choices and capacity to achieve their goals and vision. CCL partners with those held back by lack of resource…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    High School Diploma Required
  • Professional Level
    Managerial

Salary

$40,000 - $45,000

Benefits

Generous annual paid time off (four weeks of vacation, three personal days and seven sick days) Full time employees are entitled to healthcare, dental coverage and life insurance as well as short and long-term disability insurance. Non-matching retirement plan and FSA available.

Generous annual paid time off (four weeks of vacation, three personal days and seven sick days) Full time employees are entitled to healthcare, dental coverage and life insurance as…

Level of Language Proficiency

Bilingual English/Spanish

Bilingual English/Spanish

Location

Temporarily Remote
Work must be performed in or near Chicago, IL
Associated Location
1955 N St Louis Ave, Chicago, IL 60647, USA
#101

How to Apply

Please submit cover letter and resume to careers@cclconnect.org. No phone calls, please. 

Please submit cover letter and resume to careers@cclconnect.org. No phone calls, please. 

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