Administrative Assistant II - Grand Prairie School

A member of the Nexus family treatment programs, Nexus-Onarga Family Healing is located approximately 90 miles south of Chicago and only a few miles off of I-57 on a historic site in Onarga, IL. Nexus Onarga provides boys ages 10 to 20 years old a structured, homelike environment where they can safely address their unhealthy sexual behaviors and their emotional and behavioral issues.

At Nexus, we believe in changing the course of a child’s life by stabilizing families and strengthening mental health through trauma-informed care. We are a large nonprofit within the human services, mental health, and behavioral health sectors. Nexus is a growing, innovative organization focused on transforming our level of impact through a heightened focus on family expertise, healing complex trauma, and supporting high-stress youth and families.

The Administrative Assistant provides clerical, reception, administrative and guest relations support within the Nexus Family Healing agency. This position will perform a variety of administrative and support functions for Grande Prairie School and will serve as the first point of contact for Nexus Family Healing clients and families and guess at the school.

Required Education and Licensure:

• Minimum 21 years of age.
• High School Diploma
• 1-2 years of experience providing administrative, office or clerical support.
• Paraprofessional License registered with ISBE OR willing to obtain prior to start date.
• Valid driver’s license required. Must meet state regulating agency and Home Office driving requirements

Nice to Have:

• 2 years of experience providing administrative, office or clerical support with Microsoft Office Suite.
• Prior experience using Skyward and EasyIEP.
• Associate’s degree or some college credits earned.

Salary & Schedule:

• Salary: $18-20 per hour based on years of related experience
• Schedule: Monday-Friday 7a-3:30p
  • Year-round school schedule with pre-scheduled paid break weeks and main holidays off

Primary responsibilities:

Administrative & Clerical Support

• Performs daily administrative functions and general office duties including word document creation, editing, saving files, copying, faxing, and responding to internal and external email communications.
• Maintains confidential client files by opening new client files and closing files at time of maturity.
• Types, formats, edits, revises, proofreads, and processes a variety of documents, forms, reports, memos, agendas, meeting minutes and reports for the assigned agency or program(s).
• Ensures agency informational and promotional materials are available, accessible, and used, in an effort to promote the program to all who visit; proactively orders and stocks new materials as applicable by agency.
• Drafts, edits, and cascades various agency communications to employees and leadership; maintains a calendar of communications to be sent and deploys weekly and monthly communications as needed.
• Assesses leadership schedules and sends calendar invites for staff and leadership meetings.
• Maintains office equipment and program supplies; identifies agency and program items needed and carries out online purchases that may include office supplies, snacks, etc. within a specified budget.
• Receives and signs for incoming mail and packages; distributes mail, packages throughout the agency, and prepares outgoing mail each day and transports mail to the post office as needed.

Program Operational Administration

• Initiates pre-established reports for one or more departments; formats reports according to program specifications, enters data into spreadsheets and sends reports to intended recipients.
• Schedules client and family appointments with providers and sends out appointment confirmations; prepares and delivers information and documentation to providers leading up to and after client appointments.
• Supports the agency by tracking and maintaining client information as applicable.
• Attends and participates in various program and agency committees.
• Maintains client treatment dates and paperwork ensuring documentation is completed and safely stored (as applicable).

Client & Guest Relations

• Provides consistent exceptional client service by greeting and communicating with clients in a pleasant, respectful and receptive manner that emulates Nexus’ ICARE values.
• Responds to client inquiries and questions relating to the agency, program, and registration process; assists clients with documentation and information required for client registration and discharge.
• Assists clients with sign in and registration process and ensures client intake paperwork (as applicable) is completed and recorded in the client’s electronic file as directed by program leadership or as applicable.
• Greets clients and families upon entering the agency; asks facilitative questions to determine how to best serve the client and ensure they are connected to the appropriate care professional.

Agency Policy, Procedure & Confidentiality

• Attends staff meetings and required training sessions required by Nexus; understands and supports the Nexus philosophy, Mission, and treatment modalities.
• Ensures the confidentiality and integrity of Nexus Family Healing information, including client and family confidentiality, staff information, case reviews if applicable, and client recommendations.
• Understands and adheres to all Nexus Family Healing policies and procedures.

Work Environment:

• This job operates in a professional office environment. Therefore, this role routinely uses standard office equipment such as desktop and/or laptop computers, photocopiers, and smartphones.
• Must be able to assist staff in physical and non-physical interventions with residents.
• Must be able to lift up to 50 pounds unassisted and up to 100 pounds with assistance.
• Must be able to stand and walk for extended periods of time (2-4 hours).
• Must be able to twist, bend and stretch in a manner conducive to the execution of daily activities within a school.

ICARE Values & Behavioral Competencies:

• Innovation: Leading the way and implementing creative, cutting-edge ideas and approaches.
• Compassion: Listening, honoring differences, and showing respect, kindness, empathy care, and concern.
• Agility: Exhibiting flexibility and adapting quickly.
• Responsiveness: Being quick, positive, and accurate.
• Excellence: Demonstrating quality results that surpass ordinary standards.

At Nexus Family Healing, our voices and actions will be focused on recognizing, affirming and respecting people of every race, ethnic background, socio-economic status, sexual orientation, gender expression and faith.

APPLY TODAY TO BE CONTACTED BY OUR RECRUITING TEAM! When you work at Nexus, you have the opportunity to change lives — including your own!

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)