Office Administrator

4 weeks ago


Chicago, Illinois, United States Thresholds Full time
Job Summary

The Office Manager plays a vital role in supporting the Department's daily operations, providing administrative assistance to the Program Director or Department Head. This position requires strong organizational skills, attention to detail, and the ability to work effectively with diverse groups of people.

Key Responsibilities
  • Assist the Program Director, Department Head, or designated supervisor with day-to-day operations, including typing, filing, answering telephones, scheduling appointments, and ordering office supplies.
  • Schedule and organize activities such as meetings, travel, conferences, and department activities for all members of the department.
  • Prepare for meetings as required by the supervisor, including reserving conference rooms, notifying participants, and preparing necessary reports and materials.
  • Establish, develop, maintain, and update filing systems, retrieving information from files as needed.
  • Sort, distribute, and open mail for the Program Director or Department Head, drafting written responses by phone or email as needed, and responding to regularly occurring requests for information.
  • Create general correspondences, memos, charts, tables, graphs, business plans, and other documents, proofreading copy for spelling, grammar, and layout, and making appropriate changes.
  • Act as a liaison with other departments and outside agencies, including high-level staff such as CEOs, Chiefs, Senior Vice Presidents, and Vice Presidents.
  • Handle confidential and non-routine information, explaining policies as needed.
  • Work independently and within a team on special non-recurring and ongoing projects.
  • Act as a project manager for special projects, planning and coordinating multiple presentations, preparing special reports, disseminating information, coordinating direct mailings, or creating brochures.
  • Support the department in maintaining department finances, utilizing QuickBooks, including check requests, deposits, bank statement reconciliation, reimbursement forms, sending documented agency credit card expenses to Accounts Payable, and Petty Cash.
  • Enter clinical forms for Program staff as directed.
  • Supervise other administrative staff.
  • Perform other duties as assigned.
Requirements
  • High School diploma or GED required; Bachelor's degree preferred.
  • 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 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.
  • Strong computer skills, including comprehensive knowledge of QuickBooks and Microsoft Office products, especially MS Word, Excel, and PowerPoint.
  • Current and valid driver's license required; daily access to a personal car required.
What We Offer
  • Competitive pay - Salary Range: $21.15/hour - $25.96/hour, commensurate with experience.
  • 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.



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