Under the supervision of the State Senator and Chief of Staff, the Office Coordinator will manage office documents, supplies, and policies. They will handle phone communications, greet visitors, and coordinate office operations to ensure smooth daily functions. Responsibilities include managing administrative tasks, interfacing with constituents, researching, and drafting documents.
Benefits:
$40,000/yr, Paid time off, Health care, Savings plan, Retirement Pension
Full-Time, Monday–Friday; 9am–5pm, in the Joliet office. Evenings and weekends as needed, Flexible schedule
Job Responsibilities:
Open and close the office: manage lights, air, coffee, newspaper, tidy up, and lock up.
Manage appointments, meetings, and scheduling
Respond to constituent concerns and legislative queries using I-Constituent
Take and organize photos of constituents, elected officials, and events for social media and upload to Air Table
Answer phones, check voicemail, and direct messages to the appropriate staff
Monitor, distribute, or respond to email communications as needed.
Review newspapers and E-publications for relevant articles and events
Attend community events and webinars on behalf of the Senator, collect newsletter sign-ups, distribute literature, network, and upload summaries and photos to Air Table
Maintain digital records and community contacts through data entry. Collect, organize, and input intake information into databases
Maintain a community calendar with relevant events
Greet guests and perform a warm transfer to other staff member when appropriate
Support proactive and reactive constituent care; train staff on effective strategies
Participate in staff meetings to enhance communication and office culture
Consciously help create a positive, friendly, supportive environment for all
Mobilize around advocacy efforts and attend regular meetings.
Run errands and accept deliveries
Assist with other projects as assigned or needed
Other Responsibilities:
Follow all HR policies consistently
Follow established office safety procedures consistently
Business Casual Attire Require in Office
Understand and follow confidentiality practices consistently
Maintain clean office environment including light cleaning of the office per schedule
Minimum Qualifications:
Preferred Bachelor's degree or 4 years experience in a related field
Preferred Bilingual in English and Spanish
Preferably two to three years’ experience community/grassroots engagement
Strong project management skills
Excellent interpersonal and communication skills
Ability to work independently and collaboratively
Ability to work on occasional evenings and weekends
Ability to effectively engage people of diverse social, faith, economic and racial/ethnic backgrounds
Knowledge of modern office practices and procedures as well as operation and use of computer hardware, software and network systems including, MS Office suite, Word and Excel, Mailchimp, Zoom, Air Table, I-Constituent, Gateway, Dropbox, and various online Apps
Must have a valid Driver’s License, access to reliable transportation, and willingness to travel within Illinois
Next Steps:
Applications accepted until Nov 1st
Email resume to: [email protected]
Or mail to: 221 Springfield Avenue, Unit 3 Joliet, Il 60435