Do you have excellent note-taking and writing skills? Are you passionate about championing the health, safety, and success of Illinois's children, youth, and families?

We are currently in search of an Administrative Coordinator for a Social Services Organization located in Chicago, IL.  This is a Part-Time (24 hrs./wk.), In Office (Tuesday, Wednesday, and Thursday), Temporary assignment.

ORGANIZATION TYPE: Social Services

LOCATION: Chicago, IL (Hybrid)

POSITION TITLE: Administrative Coordinator

SCHEDULE: Part Time (24 hrs./wk.)

DURATION: Temporary (~3-4 weeks, but could be extended based on your performance)

SALARY: $22-24/hr. DOE

Is This Your Dream Job? The Administrative Coordinator will be responsible for capturing thorough and accurate notes in meetings and drafting minutes for the Illinois Juvenile Justice Commission (IJJC) and the Juvenile Redeploy Illinois Oversight Board to ensure compliance with the Open Meetings Act is maintained.

Our Ideal Candidate:

• Knowledge of computers, including proficiency in Microsoft Office applications, Salesforce, and the Internet
• Education: Associate's Degree required, plus 1+ years of experience
• Experience with monitoring meetings under the Open Meetings Act (OMA) (5 ILCS 120/1) requirements is highly preferred.
• Communication and Collaboration: Must collaborate with other administrators and support personnel, management, and clients on a regular basis. 
• Organizational skills: Organization and prioritization are the core elements of the position
• Writing: Spelling, punctuation, sentence structure, and writing are essential to the role, who must be proficient in a variety of styles, from creative and professional to technical and educational  
• Candidate should be able to type between 45 and 60 words per minute
• Knowledge of Accounts Payable preferred

How Will You Spend Your Day:

Administrative Support 

• Assist Director of Operations with scanning and filing vendor contracts and subcontracts
• Collect receipts for monthly credit card transactions and provide transaction details on the credit card tracking log for the Director of Operations
• File Illinois Lobbyist expenditure reports on a semi-monthly schedule and upload the report to SharePoint
• Sort and distribute mail, accept orders for office supplies from staff and order as directed, make conference room reservations, and provide copying as needed
• Compile invoices and check requests for the weekly Accounts Payable batch (AP Batch) and upload to the shared drive
• Respond to any queries the finance team may have related to the batch. Create and provide the AP Batch “hot list” for the CEO
• Collect timesheets from staff and check SharePoint to ensure all timesheets are uploaded and available for Director of Operations and the finance team (Quarterly timesheet tracking and reconciliation is also required)
• Update the staff directory and birthday list as needed
• Assemble cash disbursements and file numerically
• Periodically assist with food catering, travel arrangements, or conference reservations for staff or commission members
• Assist with special projects as needed 

Notes & Minutes

• Taking thorough notes that accurately reflect the decisions and discussion that took place during the meeting, including noting any action items
• For the Illinois Juvenile Justice Commission & Juvenile Redeploy Board-Using the notes from the meeting, draft formal meeting minutes that meet the stylistic requirements and comply with the Open Meetings Act
• Distributing the minutes to all relevant parties, including the Juvenile Justice Managers, Prevention Intervention Managers, and appropriate DHS (Department of Human Services) staff, within 2 weeks of the meeting 
• Ensuring that both notes and minutes are filed/stored appropriately, in an organized manner
• Schedule, invite, and manage Redeploy Illinois board committee meetings

We’d love to hear from you.

If this sounds like the job for you, we would love to help make that happen. If interested, please click on the “Apply” button below.

Know a friend who would be a great fit? Feel free to send us their resume as well!

Is this position not a great fit?

For more information about Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com.

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.