Administrative Assistant (Child Welfare)

Rincon Family Services; Chicago (IL); On-site; USD 38,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Dental & Vision insurance

Life insurance

Generous PTO

Professional Development Opportunities

Job summary

A community service organization in Chicago is seeking a full-time Administrative Assistant for its Child Welfare Department. The role includes providing high-level administrative support and assisting in the management of the Child Welfare Program aimed at helping youth transition to independent living. Ideal candidates should have two years of experience in administration, strong communication skills, and proficiency in Microsoft Office. The position offers competitive benefits and a supportive work environment.

Qualifications

• Demonstrated experience with high-level administrative support.
• Experience with non-profit administration is a plus.
• Fluent in English; Spanish skills preferred.

Responsibilities

• Provide general administrative support for Child Welfare staff.
• Work closely with the Director of Child Welfare to ensure compliance.
• Draft, proofread and generate documents for participants and staff.
• Assist participants with application preparation and submission.

Skills

High-level administrative support

Communication skills

Attention to detail

Proficiency in Microsoft Office

Education

High School Diploma

Job description

Administrative Assistant (Child Welfare)

Job Title: Administrative Assistant

Department: Child Welfare Department

Reports to: Direct Child Welfare Director

Job Type: Full-Time, Salary, Non-Exempt

Job Location: Lavergne, Chicago IL 60651; Roosevelt, Chicago, IL 60624

Salary Range: $38,000 - $42,000

Position Description – What The Role Entails

The Administrative Assistant provides high‑level administrative support to the Child Welfare Program,pain offering On‑Site Residential Housing (TLP) and Community Based Housing (ILO) to DCFS participants aged 17 ½ to 21 years. The program’s goal is to prepare participants for successful transition to independent living through a continuum of services that include self‑reliance, practical skills, health and mental support, and life skills training. Responsibilities include handling information requests, managing intake processes, performing clerical tasks, organizing documents, billing, arranging conference calls, responding to correspondences from youth, staff, agencies, DCFS, and community partners, and assisting directors with day‑to‑day operations.

Company Culture - Do Our Values Speak to You?

• Dedication – Embodying effective and transparent leadership and quality client care.
• Education – Preventative programming and clinical services based on industry standards, competence and outreach.
• Accountability – Consistent service delivery, measurable success and sensible financial management.
• Advocacy – Empowerment, reduction of treatment stigma and relationship building with partners.
• Compassion – Embracing culturally diverse communities and equality through sensitivity to individual needs.

Areas Of Accountability – What You Will Be Doing

• Provide general administrative support for Child Welfare staff, including scheduling appointments, organizing meetings, and handling routine tasks.
• Work closely with the Director of Child Welfare to ensure compliance with regulatory requirements and maintain program standards.
• Draft, proofread and generate documents and letters for participants and staff, ensuring confidentiality, accuracy and clarity.
• Collect, organize and maintain accurate participant files.
• Monitor and maintain inventory levels for participant personal items, program supplies, furniture and equipment, placing orders as needed.
• Coordinate creation and distribution of participant handbooks and program policy manuals.
• Maintain organized records of all resources, handouts and materials provided to participants.
• Manage the intake process for new participants, ensuring accurate and timely documentation.
• Assist participants with application preparation and submission.
• Monitor participant schedules and appointments.
• Serve as point of contact for participants, directors and supervisors, addressing questions or concerns promptly.
• Oversee logistics for program events and meetings, including venues, catering and materials.
• Take detailed, accurate notes at staff and advisory meetings, distributing minutes promptly.
• Assist the Child Welfare Director with preparation and coordination of monthly leadership and staff meetings.
• Provide ongoing support for the smooth operation of NHSC programs as assigned.

Rincon Rewards & Benefits – How We Value You

• Health insurance
• Dental & Vision insurance
• Life insurance
• Short‑ and Long‑Term Disability insurance
• 403(b) Retirement Plan
• Generous PTO – up to 21 days in year one, with carryover allowed.
• Employee Assistance Program
• Professional Development Opportunities
• Potential eligibility for the Public Service Loan Forgiveness Program (PSLF)
• Possible City of Chicago commuter transit benefits for qualifying employees.

Rincon’s Work Environment – What To Expect

• Professional office environment utilizing comparative equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Primarily sedentary work; occasional filing, light lifting and bending required.

Schedule

• Full‑time, Monday – Friday, 9:00 AM – 5:00 PM. Flexibility may beിങ്ങ required for program events and travel between offices.

Language

• English required.

RINCON FAMILY SERVICES IS AN EQUAL OPPORTUNITY EMPLOYER

Requirements – The Knowledge and Expertise that Matters Most

• Demonstrated experience with high‑level administrative support; experience with non‑profit administration a plus.
• Excellent communication skills in written and spoken English; Spanish‑spe ọkụ skills preferred.
• Strong attention to detail, ability to prioritize and meet deadlines.
• Proven meh to achieve goals and work effectively with all levels of staff in a multicultural environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook).

Position Qualifications – What Is Required To Perform The Role Ethics>

• High School Diploma.
• Minimum 2 years of administrative experience.
• Must pass background checks.
• Must be creative and flexible in serving high‑need youth.