Program Secretary

Company: Lawrence Hall
Location: Chicago
Posted on: April 22, 2025

Job Description:

WHO WE ARE:Annually serving over 1,400 youth and families, Lawrence Hall is a community-based organization committed to helping Chicago's youth, families, and communities heal from the adverse effects of childhood trauma. For more than 150 years, Lawrence Hall has been delivering high-quality care throughout the Chicago metropolitan area and is a statewide leader in highly effective, evidence-based, and innovative therapeutic treatment. Their core programs - Child and Family Treatment Center, Therapeutic Day School, Creative Therapies, Foster Care, Transitional/Independent Living Program, Workforce Development, and Community Wellness - have met the changing and complex needs of youth and families by not only becoming more community based, but also by developing more preventative programs that help curb violence in Chicago's communities.Essential Functions Summary:Reports to the Director of Administrative Affairs. Performs a variety of clerical duties including filing in 3-5 drawer lateral and vertical file cabinets, use of computer, telephone, copier, fax, and other various office machines. Utilizes effective customer service skills. Requires a basic understanding of the youth/customers served by LH and participation in basic trauma training with the ability to utilize that training when interacting with youth/customers of the agency. Utilizes effective and professional verbal and written communication with agency employees as well as outside resources. Applies basic working knowledge of agency software as required by position.RESPONSIBILITIES

• Provides daily reception coverage at specified times and when the Receptionist is out.
• Greets youth/visitors/callers, handles their inquiries, and directs them to the appropriate persons according to their needs in a swift and professional manner.
• Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals in a professional and friendly manner.
• Maintains the professional, clean, and sanitary presentation of the reception area.
• Completes forms in accordance with agency procedures.
• Mails newsletters, promotional material, and other information as needed/requested.
• Sorts and distributes incoming mail; processes outgoing mail.
• Learns to operate new office technologies as they are developed and implemented.
• Assists employees in troubleshooting office equipment problems as they arise.
• Operates office equipment such as fax machines, postage machines, copiers, and phone systems, and uses computers for spreadsheet, word processing, database management, and other applications.
• Assists with the management and oversight of youth case files for current and discharged residents while prioritizing workloads to meet deadlines.
• Sets up and maintains paper and electronic filing systems for records, forms, correspondence, and other material.
• Completes weekly filing in youth case files per contract standards.
• Operates and coordinates the flow of information both internally and with other organizations using email and fax to support the Residential Program.
• Utilizes and performs assigned duties with the use of the agency's information tracking system.
• Reviews correspondence, reports and forms to check for content, correct spelling and grammar, ensuring that company policies are followed, and recommends revisions.
• Completes assigned reports, tracking and tasks as assigned including data entry and/or tracking of DCFS Significant Event Forms or Incident Forms.
• Manages projects and collaborates with other employees and other departments as needed.
• Provides administrative support services to meet department needs.
• Maintain confidentiality of employees, volunteers, and program participants to provide a safe environment.
• Uses active and reflective listening skills and affirmations to demonstrate respect and empathy, avoiding negative and derogatory labels that foster disrespect.
• Understand that behaviors, responses, attitudes, and emotions are a collection of survival skills often developed in response to traumatic experiences.
• Attend at least two trainings related to being trauma informed in a twelve-month period.
• Ability to work effectively with program participants and family members, employees and vendors in a culturally diverse environment to support healing and recovery.
• Attends and participates in assigned program team meetings.
• Attends and maintains required agency trainings including CPR/First Aid.
• Attends and actively participates in monthly PQI meetings with assigned department.
• Participates in the development and implementation of continuous quality improvement activities as assigned.
• May be required to lift a maximum of 25lbs. of various delivered office supplies or new file materials.
• Other duties as assigned.QUALIFICATIONS
  • High School Diploma or equivalent. Requires at least one year of clerical experience.
  • Ability to pass standard agency clerical tests and demonstrate computer proficiency according to needs of the position.
  • Demonstrates strong organizational skills.
  • Knowledge of childhood trauma and prior experience working in settings with youth and families that have been exposed to trauma or experiencing traumatic stress preferred.
  • Knowledge of youth development, adolescent issues, positive youth development/strength-based approach preferred.
  • Dependent upon department, may require travel in personal vehicle between site locations.This position meets the FLSA requirements for Non-Exempt.Benefits and Perks that Support You
    • Time Off Benefits (PTO): Employees receive an average of 17-25 days of PTO, including vacation, paid leave, and sick time, in addition to 9 paid holidays.
    • Health Insurance: Comprehensive medical, dental, and vision plans are available for employees, spouses/domestic partners, and child dependents.
    • Wellness Reimbursement: Employees can receive up to $20 per month towards wellness-related subscriptions/memberships.
    • Retirement Savings: Our 401(k) plan includes a 100% employer match on contributions up to 3% after one year of service.
    • Supplemental Insurance: Coverage options include Critical Illness, Accident Insurance, and Short-Term & Long-Term Disability for employees and their families.
    • Life & AD&D Insurance: Full-time employees receive term life insurance equal to twice their salary at no cost.
    • Commuter Benefits: Pre-tax options are available to help cover parking and transit expenses.
    • Employee Assistance Program (EAP): A free and confidential resource providing support for personal and work-related challenges.
    • Employee Referral Program: Employees can earn up to $1,500 for referring successful candidates.
    • Tuition & Loan Assistance: Lawrence Hall is a qualifying employer for the Public Service Loan Forgiveness Program.Equal Opportunity Employer M/F/D/VAll offers of employment at Lawrence Hall are contingent upon clear results of a thorough background check in accordance with DCFS policy, including:
      • Criminal history check via fingerprints of persons age 18 and over that are submitted to the Illinois State Police (ISP) and the Federal Bureau of Investigation (FBI) for comparison to their criminal history records or the National Crime Information Database (NCID) when applicable for prospective foster and adoptive parents.
      • Check of the Child Abuse and Neglect Tracking System/Statewide Automated Child Welfare Information System (CANTS/SACWIS) and other state child protection systems, and the National Registry to determine whether an individual is currently alleged or has been indicated as a perpetrator of child abuse or neglect.
      • Check of the Illinois and National Sex Offender Registries.
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Keywords: Lawrence Hall, Rockford , Program Secretary, Administration, Clerical , Chicago, Illinois