McHenry Office Assistant

McHenry Office Assistant and Referral Client Specialist

• Reports to: CCR&R Director
   
• Job Status: Full Time (35 hours) in McHenry Office, Hybrid schedule (in-office and remote work are required for this position)
   
• Salary: $33,000-$35,000

Job purpose 

The purpose of the McHenry Office Assistant and Referral Client Specialist is to support efficient operations and timely customer service to those seeking Child Care Resource and Referral services in McHenry County.  This position will work directly with families to provide consumer education and child care referrals, answer questions regarding the Child Care Assistance Program, accept child care complaints, and provide referrals to outside agencies as needed.  

Duties and responsibilities 

• Greet and direct visitors/clients and answer incoming calls to the McHenry office, utilizing excellent customer services skills to assist clients with empathy and compassion.  
• Coordinate with staff in DeKalb to serve clients who contact the McHenry office as needed.  
• Accept paperwork from clients and providers and process as required. 
• Assist director with preparing reports, letters and other documents as needed. 
• Coordinate planning for internal meetings, training or other events held at 4-C McHenry including room set up and ordering food, etc. 
• Distribute incoming faxes, process incoming and outgoing mail and coordinate bulk mailings. 
• Ensure all office equipment is maintained and serviced as needed (copy machines, phones, postage meter, etc.). 
• Take and distribute meeting minutes. 
• Maintain the common areas of the office to ensure a welcoming professional environment organized for maximum efficiency and easy access to supplies, office equipment and other materials.  
• Maintain an up-to-date inventory of the McHenry office furniture and equipment and work with your DeKalb office counterpart to ensure all CCR&R equipment is inventoried and accurate. 
• Order and maintain a workable level of all office supplies.  
• Keep workable amount of postage on the postage meter and in bulk mail account. 
• Change main voice mail, as needed; 
• Maintain up to date and accurate records in the statewide Data Tracking Program (DTP) and the referral database. 
• Assist families seeking child care with referrals, consumer education, information and resource materials regarding quality child care and community resources. 
• Provide technical assistance to parents regarding complaints against child care programs, in accordance with the 4-C CCR&R Policy. 
• Complete monthly referral follow up calls as prescribed by the CCR&R IDHS Contract. 
• Work in accordance with the IDHS contract deliverables to ensure standards are being met and reported as required by the contract. 
• Participate in community events, with the approval of your manager, during and outside of traditional work hours as a representative of 4-C. 
• Other duties as assigned by the CCR&R directors and/or 4-C Executive Director. 

Qualifications 

• Associate degree from an accredited college or university in one of the following related fields (ECE, Child Development, Child Psychology/Behavioral Sciences, Family Consumer Sciences, Social Work, Elementary Education, Child Welfare, and Family Services.  
• Knowledge and experience in office procedures.  
• Detail oriented and organized. 
• Excellent computer and customer service skills. 
• Able to communicate effectively with diverse groups of people.  
• Proficient in word processing and data entry.
• Spanish speaking preferred but not required. 

Working conditions 

• Occasional travel and overnight to meetings, trainings and conferences 
• Membership in Gateways Registry required within 30 days of employment. 
• Complete a minimum of 15 hours of professional development each fiscal year. 

 Please send resume and cover letter to:  

Kim Lamz (kiml@four-c.org) or
mail to:
4-C: Community Coordinated Child Care
Attn: Kim Lamz
667 Ridgeview Dr.
McHenry, IL 60050