Overview
ADMINISTRATIVE COORDINATOR – ACADEMY (PART TIME) Jobs in Chicago, IL at Hartgrove Behavioral Health System
SALARY: :$18.2970 – $22.7777, Hourly (DOE&Q) :NON-EXEMPT
OPENING DATE: :06/04/2025
CLOSING DATE: :06/12/2025:
JOB SUMMARY:
The Administrative Clerk for the Port Arthur Economic Development Corporation – Press Building works under the direction of the Deputy Chief Economic Development Officer (DCEDO) and performs a wide variety of general clerical work, including providing information and assistance to the public regarding facility policies and procedures.
The incumbent’s primary role will be to perform routine clerical duties and receive immediate supervision from the DCEDO and higher-level staff.
The incumbent must be an expert multi-tasker with excellent oral and written communication skills. The incumbent must be able to assist management, other staff, clients, and all visitors to the Press Building by handling office tasks and providing polite, positive, and professional assistance whether in-person or through the utilization of varying means of communication such as telephone, mail, e-mail, and video conferencing tools.
The incumbent must create a welcoming and supportive environment for all team members and visitors, and they must always be prepared and responsive, ready to face any situation head-on. The incumbent must be comfortable using computers, performing standard office activities, and, primarily, have a genuine desire to help others.
Primary Duties and Responsibilities::
The following list of duties is not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent may not be required to perform all duties listed and may be required to perform additional, position-specific duties.:
Act as receptionist assisting the public over the telephone or in person by providing routine information pertaining to policies and procedures of assigned division; refer to inquiries as appropriate.
Prepare and review a variety of memorandums, correspondence, reports, public notices, work orders, bills and documents assigned, complete various forms.
Perform a wide variety of general clerical work including the maintenance of accurate and detailed records and files, verifying accuracy of information, researching discrepancies, and recording information.
Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
Handles office tasks related to the PAEDC’S activities, including correspondence, record keeping, generating forms, scheduling and organization of appointments and meetings, and other ongoing administrative tasks.
Assists the DCEDO and other PAEDC staff in the organization and logistics of meetings and events. Arranges for catering when necessary and sets up technology for meetings, and clients.
Ensures the efficient and smooth day-to-day operation of PAEDC’s Press Building.
Keep common areas tidy and stocked with necessary supplies.
Maintains office policies and procedures.
Keeps records of PAEDC documents, records, and reports.
Notifies Managers of important dates, timelines, and deadlines.
Greets and assists clients, stakeholders, and visitors and makes them feel comfortable with positivity and politeness; responds to questions and requests for information; creates and maintains a welcoming and supportive environment.
Contact the public and outside agencies in acquiring and providing information and making referrals.
Places orders for and maintains office supplies and meeting materials; ensures that office materials are available at all times; ensures that team members have everything they need to succeed.
Develops and maintains databases (e.g., mailing lists, contact lists, vendor lists, etc.).
Ensure that all client and service records are kept up to date.
Sorts and routes incoming and outgoing mail; prepares bulk mailings.
Generates internal and external announcements relevant to the PAEDC and its operations.
Assists with basic social media and other electronic communications.
Provides training for clients and building tenants, where appropriate on the use of technical equipment, computer systems, copiers, and all other office equipment.
Assumes responsibility for the maintenance of office equipment, including computers and copy machines.
Prepare maintenance work orders.
Place service calls to vendors as needed.
Must at all times adhere to the PAEDC’s Dress Code.
Attend and provide assistance some evenings and weekends related to meetings of the PAEDC staff and clients; and
Performs other duties as required.
Necessary Knowledge, Skills, and Abilities::
Superior critical thinking, evaluation, and analytical skills.
Technical expertise in databases; basic math and accounting, desktop publishing, and word processing skills.
Proficient computer skills, including Microsoft Office Suite, Excel, Outlook, PowerPoint, Teams, and Word; Adobe Acrobat, and Zoom.
Proficient in the use and setup of various office technologies.
Working knowledge of all mainstream social media platforms.
Ability to exhibit a positive and team-first spirit at all times.
Self-motivated, highly organized, and detail oriented.
Experience working with multi-function printers, including the ability to scan documents and send them as an email attachment, configure copy settings and perform light maintenance tasks such as replacing toner cartridges.
Interpersonal, verbal, non-verbal/active listening, and written communication skills.
Pleasant, courteous, and professional customer service skills.
Attention to detail; organizational and scheduling skills.
Superior knowledge of office management systems and procedures.
Problem solving, prioritization, time management, and stress management skills.
Demonstrates excellent organizational skills with the ability to manage multiple tasks simultaneously.
Proactive, takes initiative, and is well-organized; exhibits good judgement in all matters.
Ability to work independently as well as part of a team.
Ability to engage in frequent interaction with a variety of people and work in a fast-paced environment.
Exhibits a high degree of emotional intelligence in the areas of self-management, self-awareness, social awareness, and relationship management; and
Must be adaptable to frequently changing priorities with limited advance notice, extraordinary flexibility skills.
Minimum Qualifications & Position Requirements::
Education:: Equivalent to completion of high school diploma.
Experience:: Related clerical experience is highly desirable.
Must have a valid driver’s license, pass a motor vehicle check, and pass a background and drug screening check.
Work conditions: :Standard office environment. Some tasks require the ability to exert light physical effort in a sedentary to light work environment, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (10-20 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Position may require occasional working hours prior to 8:00 AM or after 5:00 PM or some weekends for scheduled meetings or events. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Activities occur inside and outside.
Senior Human Resources Analyst – Human Resources – Posting #25-023:
CITY OF PORT ARTHUR:
Attn: Hiring Manager
P.O. Box: 1089:
Port Arthur, Texas 77641-1089:
(EEO/AA/V/F/RC/H)
The City of Port Arthur is an Equal Employment Opportunity Employer:
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Title: ADMINISTRATIVE COORDINATOR – ACADEMY (PART TIME)
Company: Hartgrove Behavioral Health System
Location: Chicago, IL
