Community Outreach and Wellness Administrative Assistant

 Community Outreach and Wellness Administrative Assistant

Belleville School District 118

Department: Community Engagement / Staff Counseling

Reports To: Director of Community Engagement and Staff Counseling Specialist

Status: Full-Time

Work Schedule: Monday – Friday, 8:00 AM – 4:00 PM (some evenings and weekends may be required for community events)

Accepting Applications : Belleville School District 118 – District Office, 105 West A Street, Belleville, IL 62220 – Attn: Chris Gibson (cgibson@belleville118.org)

Salary: $43,905

Position Summary:
Belleville School District 118 is deeply committed to fostering a supportive and healthy environment for our entire school community. We’re looking for a highly organized, compassionate, and proactive Administrative Assistant to play a crucial role in connecting our staff and student families with vital mental health, food security, and support services. This position will be a primary point of contact, navigating community resources, streamlining access to long-term support, and actively working to break down barriers that hinder successful outcomes for all District 118 stakeholders. This role requires exceptional interpersonal skills, a strong commitment to confidentiality, and the ability to work effectively with diverse populations within the Belleville community.

Key Responsibilities:
Mental Health Service Navigation (Staff & Families):
Serve as a primary point of contact for Belleville School District 118 staff requiring referrals to long-term mental health services. This includes assisting with connections to the District’s existing partnership with Metro East Counseling or facilitating onward referrals based on individual needs and insurance.
Assist student families in identifying and accessing appropriate long-term mental health services, including individual, family, and group therapy, and psychiatric support.
Facilitate referrals to external counseling agencies and mental health professionals known in the Belleville area, such as Centerstone, Chestnut Health Systems, Provident Life Crisis Services, and other local providers, ensuring a smooth transition and follow-up.
Maintain an updated database of community mental health resources, including specialties, insurance accepted, and availability, leveraging resources like the Illinois Department of Human Services’ BEACON portal for youth and families.
Assist with scheduling initial appointments and follow-up communication as needed, respecting privacy and confidentiality.

Food Insecurity Support:
Connect families experiencing food insecurity with local resources like the Community Interfaith Food Pantry and other Belleville-area food banks and meal programs.
Assist with applications for government assistance programs (e.g., SNAP, WIC) and school-based meal programs.
Coordinate with school staff and community partners for District 118’s “Drive Away Hunger” service project and other food drives and distribution events.
Homeless Services Navigation:
Provide immediate support and resources to families experiencing homelessness or housing instability within Belleville School District 118 boundaries.
Connect families with local shelters and housing assistance programs, utilizing resources such as the St. Clair County Homeless Hotline (618-825-3330) and Catholic Urban Programs-Holy Angels Shelter.
Assist with navigating McKinney-Vento Homeless Assistance Act rights and resources to ensure educational continuity for homeless students.
Collaborate closely with District 118’s Student Services team, including school social workers and psychologists, to ensure comprehensive support for homeless students.
Community Outreach & Partnership Building:
Actively engage with Belleville-area community organizations, non-profits, and government agencies to expand the network of available resources for our school community.
Represent Belleville School District 118 at local community resource fairs and meetings to promote services and build relationships.
Identify and cultivate a community of belonging to build relationships and enhance support for our community.

Bridge Services & Barrier Reduction:
Proactively identify and address systemic barriers that prevent successful access to services (e.g., transportation, language, technological literacy).
Develop and disseminate user-friendly information about available services in multiple formats and languages, working with local translation services if needed.
Facilitate communication and collaboration between families, Belleville School District 118 staff, and external service providers to ensure coordinated care.
Advocate on behalf of staff and families to ensure equitable access to services.

Administrative Support:
Maintain accurate and confidential records of referrals, services accessed, and family interactions in compliance with Belleville School District 118 policies and privacy regulations (FERPA, HIPAA, etc.).
Prepare reports and summaries on service utilization, outcomes, and community needs for the Directors.
Manage correspondence, phone calls, and inquiries related to mental health and family support services for the District.
Schedule meetings, workshops, and informational sessions for staff and families.
Assist with the development of promotional materials and communication strategies for available services within the District.
Perform other administrative duties as assigned by the Director of Community Engagement or Staff Counselor.

Qualifications:
High School Diploma required; Associate’s or Bachelor’s degree in Social Work, Psychology, Human Services, Education, or a related field preferred.
Minimum of 3-5 years of administrative assistant experience, preferably in a school, non-profit, or social services setting.
Demonstrated knowledge of mental health resources, food assistance programs, and homeless services specifically within the Belleville, Illinois area and St. Clair County.
Exceptional organizational skills, with a keen attention to detail and the ability to manage multiple priorities effectively.
Strong interpersonal and communication skills (written and verbal), with the ability to build rapport and trust with diverse individuals and families.
Compassionate, empathetic, and patient demeanor, with a genuine desire to help others.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management.
Ability to maintain strict confidentiality and exercise discretion in handling sensitive information.
Ability to work independently with minimal supervision, as well as collaboratively in a team environment.
Bilingual proficiency (especially Spanish) strongly preferred.
Familiarity with Belleville School District 118’s operations and its Student Services department is a plus.
Physical Requirements:
Ability to sit for extended periods, walk, stand, and lift up to 25 pounds occasionally.
Ability to use computer and office equipment effectively.

To Apply:
Interested candidates should submit a letter of interest, resume, and three professional references to Belleville School District 118 – Attn: Chris Gibson – cgibson@belleville118.org.

Application Deadline: July 15, 2025

Belleville School District 118 is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.