Administrative Secretary

    • Job Tracking ID: 512690-787238
    • Job Location: Chicago, IL
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: August 26, 2021
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
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Job Description:

This position is responsible for acting as receptionist and clerical staff for their assigned office location. The administrative secretary will perform organizational and clerical duties as assigned.


  • Full Time
  • Regular hours entail Monday-Friday 9am-5pm
  • Must be flexible to meet program needs


Serve as a receptionist for the region

Respond to phone calls and greet people in a positive and respectful manner

Act as the 'first point of contact' for Cayuga Centers guests

Project a professional, friendly and helpful presence

Assist with organizational and clerical duties as assigned

Assist with arranging travel and accommodations for program staff

Assist with file organization, and storage

File paperwork in each program file

Retrieve mail and run other various errands

Ensure office organization

Conduct food ordering and processing for agency events

Conduct office supply audits

Sort and distribute agency mail

Prepare agenda and collects materials for meetings, and conferences; take minutes and keep records of proceedings

Experience and Skills:

  • High school diploma required; bachelor’s degree strongly preferred
  • Experience working in a busy human services office- strongly preferred
  • Strong communication and organizational skills and ability to handle numerous tasks - required
  • Strong skills in Microsoft Office required
  • Knowledge of clerical and office procedures
  • Bi-lingual - English-Spanish required. All agency documents and records are in English, so English writing proficiency required. Position itself requires Spanish speaking, writing, and reading proficiency
  • Ability to work well with people from many cultures, non-English speakers, and LGBTQ children
  • Demonstrated ability to perform duties with minimal supervision and to exercise greater judgment
  • Valid driver’s license in a state located within the assigned region
  • Ability to travel to other agency locations as required


  • Word processing: Including responding to e-mails, composing letters, completing computerized documentation, transcribing minutes for meetings, etc.: This involves sitting at a computer for a minimum of 5 hours and could be up to 7 hours a day depending on program needs
  • Completing paperwork -Such as copying and stapling
  • Answering phones, processing mail, filing, lifting packages approximately 6-8 lbs
  • Must be able to lift up to 50 pounds
  • Sit/ride in vehicles, busses, subways, trains, planes - public transportation for lengthy periods of time
  • Walk up/down stairs
  • Walk to enter/exit subway and other public transportation
  • Walk several blocks to get to required location


As a benefits-eligible position, available benefits include medical, dental, vision, FSA, supplemental life insurance, critical illness, enhanced short-term disability, hospital indemnity and 401k benefits.

We maintain a drug-free workplace and perform pre-employment drug testing.