Administrative Assistant

Job Description

Job Description

The Receptionist & Administrative Assistant will assist with the day-to-day administrative operations of the site including but not limited to greeting clients, answering phones, monitoring the front desk, responding to requests, maintaining calendars, typing, filing, data entry, sorting mail, and mail delivery. Position reports to the Office Manager.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Receives visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
• Monitors visitor access and maintain security awareness.
• Answers, screens, and forwards incoming phone calls.
• Receives and processes new client identification and insurance information.
• Provides clerical and organizational support as directed by supervisor.
• Processes requests and placing orders for office supplies at two administrative locations.
• Maintains clinic/center room calendars. Obtain and distribute information for meeting attendees and assist in the coordination of on‐site meetings as needed.
• Sorts, opens and distributes mail, including FedEx, UPS, and other carriers, according to destination such as letters, bills, payments, inter‐office mail, etc.
• Applies postage and preparing outgoing mail for pick‐up or delivery.
• Drafts written responses or replies by phone or e‐mail requests when necessary, and responding to regularly occurring requests for information.
• Works in collaboration with other staff to cover phones, directing callers to the appropriate parties, answering questions and taking messages when necessary.
• Follows routine clerical functions such as answering phones for supervisor or performing data entry, with accuracy, in a timely
• Enters and maintains member custodial account records in the agency’s accounting program.
  Collects, codes, reports, and maintains data on Members.
• Maintains and reconciles petty cash
• Maintains respect and a trauma informed perspective in any interactions with members
• May be required to maintain confidential files including electronic records according to agency policy. All Thresholds records are to be maintained in such a fashion as to prevent unauthorized access as well as to reasonably protect them from fire, water damage or other hazards. Electronic records will be backed‐up in accord with agency guidelines.
• May be required to coordinate and negotiate inter‐departmental activities or requests such as grant proposal preparation, internal and external audits, conference room scheduling, etc.
• Sorts, coordinates and distributes in‐coming inter‐departmental mail, faxes, and external mail (e.g., FedEx, US mail, UPS, etc.), prepare check requests, and place departmental orders for the Department.
• Travels to other Thresholds locations as needed.
• Performs other duties as assigned.

REQUIREMENTS

• High School Diploma or GED required
• Associates Degree or higher is preferred
• Strong Microsoft Excel skills required

EXPERIENCE

• 2 years related experience

SKILLS/CERTIFICATIONS

• Working knowledge of computers, email and the internet and the ability to function in a computer-oriented office.
• Ability to type a minimum of 50 words per minute.
• Ability to operate standard office equipment.
• Must be able to work well under pressure, meet tight deadlines and pay attention to detail.
• Ability to work independently and to take initiative and complete assignments with minimal instructions, adhere to existing policies and procedures, maintain records and deliver accurate reports.

WHAT SETS THRESHOLDS APART

• Competitive pay - Salary Range: $19.00 - $21.50 per hour
• Generous PTO
• Dental insurance, vision insurance, 4 medical insurance plans
• 403(b) retirement plan with 3% employer match 
• Robust employee assistance program (EAP)
• Mileage reimbursement 
• Public service loan forgiveness 
• Cell phone reimbursement (up to $50/month)

Thresholds is a mission-driven agency with a deep commitment to fostering an environment where all feel valued and respected, a place where every employee can be themselves, thrive, and support the agency’s mission. Click here to learn more.

One of the oldest and largest community mental health organizations in Illinois, we pride ourselves in being a Chicago Tribune Top Workplace and one of Chicago’s 101 Best & Brightest Companies to Work For, several years in a row.