Company Overview
Founded in 1995, Our Children’s Homestead is a dedicated provider of foster care and adoption services, committed to transforming the lives of the most vulnerable children in our community. Operating across multiple locations, we focus on offering hope, stability, and a nurturing environment for children and youth seeking permanent, loving homes through a compassionate team approach.
POSITION SUMMARY
The Office Operations Coordinator ensures the effective day-to-day operation of the Naperville office and provides administrative support to the Administrative Team and Board of Directors. The position serves as a primary point of contact for callers and visitors; coordinates office services, purchasing, mail, facilities, meetings, and records; processes routine financial documentation; and prepares accurate minutes for key governance and agency meetings. The role handles sensitive information and is expected to exercise sound judgment, discretion, responsiveness, and professionalism.
To perform this job successfully, an individual must be able to perform the essential functions of the position satisfactorily, with or without reasonable accommodation, except as otherwise required by applicable law. The requirements listed below are representative of the knowledge, skills, education, experience, and abilities generally required for the position. Our Children’s Homestead will provide reasonable accommodations to qualified applicants and employees with disabilities and other accommodations required by applicable federal, state, or local law.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Front Office and Communications
- Answer incoming telephone calls; greet and assist visitors and walk-ins using a professional, welcoming, and trauma-informed approach.
- Manage the agency's general voicemail box and route messages promptly to the appropriate employee or department.
- Manage incoming and outgoing faxes and maintain confidentiality of all transmitted information.
- Process and distribute incoming mail; prepare outgoing mail, including certified mail and FedEx shipments; monitor postage and mailing equipment and request service or supplies as needed.
- Maintain the employee telephone directory and other office contact listings.
- Manage office television/digital messaging and ensure displayed information is accurate, timely, and appropriate.
- Serve as the designated on-site contact during weather-related emergencies; monitor office conditions, communicate facility or safety concerns to leadership, support implementation of agency emergency procedures, and coordinate office notifications and operational needs as directed.
Office Operations, Purchasing, and Facilities
- Order office supplies, office water, food for office activities, flowers for approved occasions, and gift cards as requested and authorized.
- Monitor the copy machine, shredder, postage equipment, and other shared office equipment; coordinate maintenance, repair requests, and supply replenishment.
- Manage building maintenance matters and serve as an office liaison with property management, vendors, and service providers; track requests through completion.
- Manage conference room reservations for the agency office and shared building spaces; coordinate room setup and related meeting needs.
- Secure invoices, verify supporting documentation, create purchase requisitions, obtain required approvals, and maintain organized purchasing records for American Express invoices for the Finance Department.
- Process monthly invoices and related documentation for the Finance Department accurately and by established deadlines.
- Maintain the Administrative Team vacation calendar and communicate or resolve scheduling conflicts as directed.
- Monitor common work areas and shared equipment areas to ensure confidential or sensitive information is not left unsecured; promptly secure or report concerns.
- Maintain a receiving inventory and process inventory related to in-kind donations and submit inventory listing monthly to the finance department.
Meetings, Governance, and Records
- Coordinate Board of Directors and Finance Committee meeting logistics, including scheduling support, room or virtual-meeting arrangements, food, materials, attendance documentation, and follow-up items.
- Prepare agendas and meeting packets in collaboration with leadership; distribute materials within established timelines.
- Attend Board, Finance Committee, All-Staff, and Leadership Team meetings; record clear, accurate, and objective minutes; circulate drafts for review and maintain approved records.
- Track action items, decisions, and document requests arising from meetings and support timely follow-up.
- Maintain governance and meeting records in accordance with agency record-retention, confidentiality, and document-management practices
Employee and Agency Support
- Coordinate birthday, special-occasion, and work-anniversary acknowledgements in accordance with agency practices.
- Complete assigned employee offboarding tasks, including collecting or coordinating the return of agency property, updating contact lists and calendars, and notifying appropriate internal parties.
- Write and mail acknowledgements to donors or volunteers and respond to routine donor and volunteer inquiries, as assigned.
- Support agency events, office activities, and special projects requested by Administrative Team members.
- Assist with maintaining accurate administrative records, logs, spreadsheets, and reports, as needed.
- Manage Little Green Light CRM (Customer Relations Management) system by entering data and extracting reports
- Assist in donor coordination with greeting donors, as assigned.
- Welcome donors during drop-offs, complete required donation documentation, enter donor information into the CRM system, and assist with coordinating the distribution of donated items to clients, as assigned.
- Process in-kind donations received, and maintain monthly inventory listing for finance department.
- Prepare and mail acknowledgment letters and communicate with donors and volunteers by telephone to support engagement, and organizational development efforts, as directed.
- Support the organization’s social media presence and engagement activities as assigned.
General Requirements
- Protect confidential employee, client, donor, financial, Board, and agency information and follow all applicable privacy and security requirements.
- Adhere to agency policies, procedures, values, and the Code of Ethics for Child Welfare Professionals.
- Perform other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities at any time.
**PLEASE APPLY WITH INDEED** NO PHONE CALLS PLEASE
Our Children’s Homestead is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.
Pay: $56,000.00 - $60,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Work Location: In person
