What are the responsibilities and job description for the Bilingual (Spanish / English) - Administrative Assistant - St. Rose of Lima position at Maryville Academy?
About Maryville Academy
Maryville is a human services organization established as an orphanage by the Archdiocese of Chicago following the Great Chicago Fire of 1871. As a childcare organization rooted in Catholic social teaching, Maryville is dedicated to the preservation of the dignity of children at every age. Our mission is to help children and families to reach their fullest potential by empowering intellectual, spiritual, moral and emotional growth. Our six service areas include : Behavioral Health, Early Childhood, Educational Services, Family Services, Jóvenes Adelante (Youth Moving Forward) and Residential Services. Our services are offered in Chicago, Bartlett, Arlington Heights and Des Plaines. We offer many opportunities for growth, a rewarding experience and an excellent benefits package
About the Administrative Assistant Position
The Administrative Assistant supports the program by executing office and administrative functions that contribute to efficient functioning of the program and the maintenance of program files and records.
ESSENTIAL FUNCTIONS :
- Follows all Maryville's policies and procedures as well as all standard operating procedures for designated work sites / programs;
- Attends a minimum of 40 hours advanced training / workshops on an annual basis
- Exhibits professional courtesy and tact when interacting with staff, supervisors, youth and visitors and when answering emails and telephone calls;
- Learns Maryville's bookkeeping system and assists in bookkeeping tasks, including but not limited to credit card expenditure reconciliation, petty cash reporting, and checkbook expenditures;
- Utilizes computers and various applications such as database management and Microsoft 365 and its programs;
- Maintains files and records on site;
- Enters data into program's clothing / hygiene products / supplies inventory;
- Oversees removal of items from program storage area, in coordination with program management;
- Scans, copies and encrypts files;
- Assists in scheduling appointments;
- Assists in communications and ordering from Maryville vendors;
- Assists with insurance claims;
- Takes meeting minutes as necessary;
- Performs other work-related duties as assigned.
Skills / Knowledge :
Strong verbal, organizational, interpersonal and time management skills.
Must possess the ability to communicate effectively, verbally and in writing.
Strong computer skills; familiarity at a minimum with Windows XP / Vista, Lotus and e-mail operations
Environment and Scheduling :
Work is performed in designated administrative office settings and group home settings.
Must be flexible and available to work overtime when necessary.
Salary Range
18.5 To 20 Per Hour
HIPAA PRIVACY TRAINING AND SANCTIONS :
All employees who have access to health information whose confidentiality is protected by the HIPAA Privacy Rule are required by the Rule to receive training so that they have an understanding and knowledge of the Privacy Rule that corresponds to their job responsibilities and of the group health plan's policies and procedures that impact on their job duties. Site specific training on requirements of the HIPAA Privacy Rule and the plan's health information policies and procedures under the direction of the plan privacy officer may be required for this position based upon site specific requirements. Employees who violate the requirements of the HIPAA Privacy Rule will be subject to discipline, up to and including termination.
EMPLOYER RIGHTS :
This description is intended to describe the essential job functions, the general supplemental functions, and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Management retains the right to add to or change the duties at any time.
