Office Manager

Job Description

Job Description

The Office Manager reports to the Program Director or Department Head, and provides administrative support for the Department. Works with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Recommends changes in office practices and procedures.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Assists the Program Director, Department Head or designated supervisor with the day to day operations of the program including but not limited to typing, filing, answering telephones, scheduling appointments, and ordering office supplies.
• Schedules and organizes activities such as meetings, travel, conferences and department activities for all members of the department.
• Prepares for meetings as required by supervisor. This may include reserving conference rooms, notifying participants of meetings and activities, and preparing necessary reports and/or other material.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
• Sorts, distributes and opens mail for the Program Director or Department Head. Drafts written responses by phone or e‐mail as needed, and responds to regularly occurring requests for information.
• Creates general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Acts as liaison with other departments and outside agencies, including high‐level staff such as CEO’s, Chiefs, Senior Vice Presidents, and Vice Presidents. Handles confidential and non‐routine information and explains policies as needed.
• Works independently and within a team on special non‐recurring and ongoing projects. Acts as project manager for special projects, at the request of the Program Director or Department Head, which may include: planning and coordinating multiple presentations, preparing special reports, disseminating information, coordinating direct mailings, or creating brochures.
• Supports department in the maintenance of department finances, utilizing QuickBooks. Activities include check requests, deposits, bank statement reconciliation, reimbursement forms, sending documented agency credit card expenses to Accounts Payable, and Petty Cash.
• Prepares and sorts department mail, including signing for front office packages.
• Enters clinical forms for Program staff as directed.
• Supervises other administrative staff.
• Other duties as assigned.
• HOURS: Monday - Friday 8:00 AM -4:30 PM

MARGINAL DUTIES & RESPONSIBILITIES

• 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.
• May be required to travel to other Thresholds locations as needed.

EDUCATION

• High School diploma or GED is required.
• Bachelor’s degree is preferred.

EXPERIENCE

• Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 5+ years related experience.
• Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Ability to type 35‐45 words per minute.
• Ability to use a computer including familiarity with the Internet and email.

SKILLS/CERTIFICATIONS

• Strong computer skills. Must have comprehensive knowledge of QuickBooks, as well as Microsoft Office products, especially MS Word, Excel, and PowerPoint.
• May be required to have knowledge or learn other pertinent software products.
• Current and valid driver’s license required.
• Daily access to a personal car required.

WHAT WE OFFER

• Competitive pay - Salary Range: $23.50 - $27.00 per hour
  • Based on relevant experience and education
• Generous Paid Time Off Policy (Vacation, Sick, and Personal Days) 
• 4 Medical Insurance Plans 
• Dental Insurance 
• Vision Insurance 
• 403(b) with 3% employer match 
• Cell phone reimbursement (up to $50/month)
• Public Service Loan Forgiveness 

Thresholds is a mission-driven agency with a deep commitment to diversity, equity, and inclusion. We foster 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.