File Clerk

YWCA USA; Waukegan (IL); On-site; USD 28,000 - 30,000; Full time

Job summary

YWCA USA in Waukegan, IL seeks a File Clerk to oversee all CCAP records, receiving, recording, and distributing client and provider documents. The role includes light clerical duties and mail/docket management.

You will collaborate with the Early Childhood Services team, perform data entry for payments, and handle general correspondence. The position is full-time, 8am–4pm, non-exempt, with a salary range of $28k–$30k.

Qualifications

• High School diploma or GED required, some college coursework.
• Strong organizational, problem-solving and attention to detail.
• Ability to communicate courteously and professionally.

Responsibilities

• File Management: Manage electronic records for the CCAP and maintain proper filing.
• Clerical Duties: Back-up for mail, copying, faxing, filing, printing, scanning, and data entry.
• Data Entry: Enter provider payment certificates accurately and timely; document issues in the system.
• Other duties as assigned: Additional tasks as needed.

Skills

Organizational skills

Attention to detail

Communication skills

Self-motivation

Multitasking

Education

High School diploma or GED

Some college coursework

Tools

Microsoft Office

Job description

Job Description

Job Description

Description

POSITION TITLE : File Clerk

SALARY RANGE: $28K-$30K STATUS : Non-Exempt, FT GRADE : 3

DEPT : Early Childhood Services PROGRAM : Early Childhood Financial Empowerment Service REPORTS TO: Early Childhood Financial Empowerment Services Coordinator SUPERVISES : N/A

SUMMARY The file clerk oversees all records for the Child Care Assistance Program (CCAP). The file clerk will receive, record, and distribute client and provider documents. The file clerk also performs light clerical duties as required.

COLLABORATES WITH: Director of Early Childhood Services; ECFES Manager; ECFES Supervisors; Eligibility Specialists and other office staff and volunteers.

Essential Responsibilities

File Management: Manage the record keeping process electronically for the Child Care Assistance Program. Maintain proper filing of documents received for processing within contract compliance. Prepare files for shredding and in accordance with IDHS guidelines. Assist staff with retrieving documents as requested.

Clerical Duties: Accurately perform a variety of clerical duties including being back up for opening and processing mail, copying, faxing, filing, printing, scanning and data entry. Correspond with clients and providers via email regarding general questions, case status, payments, and document generation.

Data Entry: Enter childcare provider payment certificates in an accurate timely manner within contract compliance. Report issues with provider payments: including entering supplements and submitting overrides. Notating information in the childcare management system when issues occur. Research and gather documentation for payment audits.

OTHER DUTIES AS ASSIGNED: Other duties outside of the responsibilities of the position may be assigned, whether for a project, special needs task or other assignment.

QUALIFICATIONS : The position requires well-developed organizational, problem-solving skills, and a high attention to detail. Interactions with others require well-developed writing/oral communication skills. Must be a proactive self-starter with a demonstrated ability to work independently and to handle multiple assignments and tasks. A general knowledge of standard office practices and procedures is required, ability to communicate in a courteous, and professional manner are integral to the position.

EDUCATION REQUIRED: High School diploma or GED is required, some College classes.

CERTIFICATION(s) REQUIRED: N/A

WORK ENVIRONMENT: The work environment includes offices. The noise level is usually moderate. Movement requirements include walking, stopping, or kneeling. The employee must occasionally relocate and move boxes or equipment that weighs up to sixty (40) pounds. Communication needs include seeing, hearing and speaking. The position may require kneeling, carrying heavy objects or standing while working on a specific task. The incumbent will work alone and with others. Reasonable accommodation will be made for an incumbent to meet the essentials responsibilities of the position.

WORK SCHEDULE: Monday- Friday 8am-4pm. Schedule can vary depending on the needs of the agency.