• Program Secretary

    Posted: 12/19/2021

    Lawrence Hall is committed to keeping our youth and families, employees and communities safe. Therefore, we are requiring that all applicants have at least 1 dose of the COVID vaccine to qualify for hire, with the 2nd dose required 45 days after hire.

     

    Reports to the Director of Administrative Affairs. Performs a variety of clerical duties including filing in 3-5 drawer lateral and vertical file cabinets, use of computer, telephone, copier, fax .and other various office machines. Utilizes effective customer services skills. Requires a basic understanding of the youth/customers served by LH and participation in basic trauma training with the ability to utilize that training when interacting with youth/customers of the agency. Utilizes effective and professional verbal and written communication with agency employees as well as outside resources. Applies basic working knowledge of agency software as required by position.

     

    RESPONSIBILITIES

    • Provides daily reception coverage at specified times and when the Receptionist is out
    • Greets youth/visitors/callers, handles their inquiries, and directs them to the appropriate persons according to their needs in a swift and professional manner
    • Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals in professional and friendly manner
    • Maintains the professional, clean, and sanitary presentation of the reception area
    • Completes forms in accordance with agency procedures
    • Mails newsletters, promotional material, and other information as needed/requested
    • Sorts and distributes incoming mail; processes outgoing mail
    • Learns to operate new office technologies as they are developed and implemented
    • Assists employees in troubleshooting office equipment problems as they arise
    • Operates office equipment such as fax machines, postage machines, copiers, and phone systems, and uses computers for spreadsheet, word processing, database management, and other applications
    • Assists with the management and oversight of youth case files for current and discharged residents while prioritizing workloads to meet deadlines
    • Sets up and maintains paper and electronic filing systems for records, forms correspondence, and other material
    • Completes weekly filing in youth case files per contract standards
    • Operates and coordinates the flow of information both internally and with other organizations using email and fax to support the Residential Program.
    • Utilizes and performs assigned duties with the use of the agency's information tracking system
    • Reviews correspondence, reports and forms to check for content, correct spelling and grammar, ensuring that company policies are followed, and recommends revisions
    • Completes assigned reports, tracking and tasks as assigned including data entry and or/tracking of DCFS Significant Event Forms or Incident Forms
    • Manages projects and collaborates with other employees and other departments as needed
    • Provides administrative support services to meet department needs
    • Maintain confidentiality of employees, volunteers, and program participants to provide a safe environment
    • Uses active and reflective listening skills and affirmations to demonstrate respect and empathy, avoiding negative and derogatory labels that foster disrespect
    • Understand that behaviors, responses, attitudes, and emotions are a collection of survival skills often developed in response to traumatic experiences
    • Attend at least two trainings related to being trauma informed in a twelve-month period
    • Ability to work effectively with program participants and family members, employees and vendors in a culturally diverse environment to support healing and recovery
    • Attends and participates in assigned program team meetings
    • Attends and maintains required agency trainings including CPR/First Aid
    • Attends and actively participates in monthly PQI meetings with assigned department
    • Participates in the development and implementation of continuous quality improvement activities as assigned
    • May be required to lift a maximum of 25lbs. of various delivered office supplies or new file materials
    • Other duties as assigned

     

    QUALIFICATIONS

    • High School Diploma or equivalent. Requires at least one year of clerical experience
    • Ability to pass standard agency clerical tests and demonstrate computer proficiency according to needs of the position
    • Demonstrates strong organizational skills
    • Knowledge of childhood trauma and prior experience working in settings with youth and families that have been exposed to trauma or experiencing traumatic stress preferred
    • Knowledge of youth development, adolescent issues, positive youth development/strength-based approach preferred
    • Dependent upon department, may require travel in personal vehicle between site locations

    *Apply TODAY! No Phone Calls Please*

     

    This position meets the FLSA requirements for 

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