Youth & Family Services Admin. Assistant

POSITION SUMMARY

The Youth and Family Services Administrative Assistant provides administrative and program support to the Youth & Family Services Department. This position serves as a primary point of contact for parents and families, answers department telephone calls, assists the Manager and Assistant Manager with daily operations, supports lesson planning and program preparation, and helps maintain organized records and effective communication. This is a part-time, in-person position.

ESSENTIAL PROGRAM DUTIES AND RESPONSIBILITIES

• Answer incoming telephone calls and respond to general Youth & Family Services inquiries in a professional and courteous manner.
• Communicate with parents and guardians regarding program schedules, activities, registration, required documentation, and general programinformation.
• Provide administrative support to the Youth & Family Services Manager and Assistant Manager with daily departmental operations.
• Assist with preparing, organizing, and maintaining lesson plans, activity plans, educational materials, and program schedules.
• Support program staff with lesson-plan documentation and preparation of age-appropriate educational and enrichment activities.
• Maintain attendance records, participant rosters, parent communications, forms, files, and other program documentation.
• Assist with participant registration, enrollment paperwork, sign-in/sign-out procedures, and authorized pickup information.
• Greet and assist parents, guardians, participants, visitors, and staff and direct questions or concerns to the appropriate team member.
• Prepare correspondence, notices, spreadsheets, reports, copies, packets, and other administrative materials as requested.
• Assist with scheduling program activities, meetings, special events, field trips, and other Youth & Family Services initiatives.
• Promptly communicate parent, participant, safety, behavioral, or program concerns to the Manager or Assistant Manager.
• Maintain confidentiality of participant, family, employee, and departmental information.
• Participate in required meetings, training, and program activities and perform other related duties as assigned.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent required.
• Prior administrative, clerical, customer service, youth program, education, or related experience preferred.
• Strong verbal and written communication skills and the ability to communicate professionally with parents, guardians, staff, and the public.
• Ability to organize records, manage multiple tasks, answer telephone calls, and maintain accuracy in a busy program environment.
• Basic computer proficiency, including email, word processing, spreadsheets, and electronic recordkeeping.
• Ability to maintain confidentiality, exercise sound judgment, and work effectively both independently and as part of a team.

PREFERRED CANDIDATE PROFILE

Candidates should be organized, dependable, detail-oriented, and comfortable communicating with parents and families. Experience supporting youth, educational, after-school, summer, recreational, or community-based programs is preferred. Experience assisting with lesson plans, activity planning, educational materials, or program coordination is also preferred.

ADDITIONAL REQUIREMENTS

Successful candidates may be required to complete applicable background screening, Mandated Reporter requirements, CPR/AED and First Aid training, Township onboarding, and other youth-program requirements established by Thornton Township.

Thornton Township | Youth & Family Services