Administrative Support Staff/File Clerk

Job Description

Job Description

QUALIFICATIONS:

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

SUMMARY: Maintains and organizes file room while also completing general office duties.

Filing Duties:

• Maintains organization and security of file room and closed file storage area.

• Maintains and manages open client files for various programs.

• Organizes, sorts and files all applicable paperwork into individual client files.

• Creates and opens new client files within designated time frames.

• Understands and adheres to DCFS and YSBIV standards.

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

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

• Purges archived files in a timely manner in accordance with DCFS standards and YSBIV Operating Policies.
• Shreds confidential materials.

General Office Duties:

• Maintains supply inventories and is responsible for ordering of supplies.

• Processes applicable accounts payable invoices and check requests.

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

• Maintenance and scheduling of office vehicles.

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

• Completes work within specified time frames.

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

• Assist in quality improvement efforts.

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

• Notify Supervisor 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 the daily functions of the office including greeting clients, answering phones, opening incoming mail, posting outgoing mail, and disseminating faxes and paperwork.

• Prepares and submits the appropriate monthly office checklists.

• Schedules visit/conference room requests.

• Works closely with IT to ensure readiness of equipment for new employees and maintenance of office equipment.

• Actively participates in YSBIV’s continuous quality improvement program (CQI).

Core Competencies:

• Organized

• Communication skills

• Self-motivated

• Computer knowledge

• Multitasker