Office Support

Treatment Alternatives for Stronger Communities; Rockford (IL); On-site; USD 37,000 - 38,000; Full time

Benefits offered by this job

Medical/Dental/Vision Insurance

Flexible Spending

Paid Leave STD/LTD

Paid Time Off

Tuition Reimbursement

403 B

Job summary

Treatment Alternatives for Stronger Communities (TASC) is seeking a full-time Office Support role in Rockford, Illinois. The position provides clerical support across agency offices, handling routine tasks and more specialized duties to keep operations efficient.

Starting salary is $36,500–$38,000, contingent on experience and education. The ideal candidate has a high school diploma or GED and experience with administrative procedures.

Qualifications

• High school diploma or GED required.
• Knowledge of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite.
• Ability to work as part of a professional team.
• Excellent written and oral communication skills.

Responsibilities

• Provides administrative support for agency staff and programs, including photocopying, printing, and faxing documents.
• Prepares closed files for archiving and maintains logs.
• Maintains staff schedules and office supplies.
• Answers calls and emails professionally and routes to appropriate staff.
• Ensures reception area and office equipment are clean and maintained.
• Schedules clients with staff for assessments and services.
• Obtains demographic and insurance information for registration in the client record.

Skills

Admin procedures

Microsoft Office

Customer service

Education

High school diploma or GED

Job description

Agency Overview

At TASC we help individuals who are struggling with drug/alcohol use, family issues, and other concerns. We help men, women and youth obtain services that are suitable to their needs. We focus on rebuilding lives, strengthening communities, and restoring hope.

We are currently looking for full-time – Office Support

Starting at $36,500 - $38,000 – contingent upon experience, education, etc.

Position Summary

The Office Support position provides administrative support for TASC program offices. This position provides specialized clerical and office functions requiring detailed knowledge of Agency procedures; as well as performing routine and varied clerical functions. This position requires a broader understanding of Agency operations, and possession of skills necessary to complete specialized job responsibilities.

Essential Duties And Responsibilities

• Provides administrative support for agency staff and clerical support to programs as needed, including but not limited to photocopying, printing, and faxing documents.
• Prepares closed files for archiving and maintains organizational log.
• Maintains urinalysis log and distributes toxicology supplies.
• Maintains the schedules of all staff that report to assigned office.
• Answers incoming calls, emails, and other communication in a professional manner and ensures incoming communication is routed to the appropriate staff in a timely manner.
• Manages and ensures the cleanliness of the office reception area and office equipment.
• Responsible for office equipment, including the scheduling of repairs and maintenance for all computers, copiers, fax machines, etc.
• Maintains and orders office supplies on a monthly basis
• Assist in the completion of the monthly report
• Enter data into the internal and external Management Information Systems
• Consistently evaluate work processes to determine if changes are needed to meet client expectations.
• Participates in professional development trainings/webinars
• Provides coverage for other agency programs/sites as needed
• Ensure that confidential information relating to the organization, its staff, and clients is kept confidential
• Be an excellent steward of TASC, modeling the core values of the organization
• Achieve weekly Service Hour goals on a consistent basis.
• Schedules clients with the appropriate program staff/clinicians for assessments and potentially other services.
• Orients the client to TASC’s service, processes, and ensure the client is set up for success in terms of their start with services for TASC.
• Promptly responds to incoming referrals (fax, phone, email, etc.) and inquiries from clients, referral sources, family, etc.
• Obtains and inputs the necessary demographic and insurance information required for registration into TASC’s electronic client record (ECR); makes outbound calls to referrals and clients when follow-up is needed.
• Schedules clients with the appropriate program/clinical staff based on an initial screening of referral sources, needs, geography, and other information.
• Orients new clients to TASC, ensuring completion of proper forms, educating clients on what to expect, what they need to know, who they can reach out to, answering any questions the client may have about TASC.
• Provides customer service to referral partners and clients, anticipating their needs and resolving their questions/concerns, and helps facilitate smooth flow of customer phone calls.
• Develop effective working relationships with referral sources, including but not limited to representatives of the criminal justice system, family members and friends, insurance companies, and community and service providers.

Our Ideal Candidate

• High school diploma or general education degree (GED)
• Knowledge of administrative and clerical procedures and systems such as word processing, file management
• One years of related experience
• Ability to support a culture of diversity, equity, and inclusion
• Ability to effectively work as a part of a professional team
• Ability to effectively present information in one-on-one and small group situations to clients, co-workers, providers, etc.
• Professional attitude and customer service skills
• Demonstrates proficiency in Microsoft Office Suite
• Effective written and oral communications skills

Our Benefits Package Includes

• Medical/Dental/Vision/Life Insurance and Flexible Spending
• Paid Leave - STD/LTD
• Paid Time Off/Sick Time/ Floating Holiday
• Tuition Reimbursement
• 403 B (retirement plan)

TASC is an Equal Opportunity Employer and a Drug Free workplace. The agency does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran or military status or any other protected status in accordance with federal and state law.