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The Administrative Assistant provides clerical and/or administrative support to the program. This role reports to the Office Manager. This may include filing, typing, making meeting arrangements, taking minutes, and overseeing client assistance accounts.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Assists the program with the day-to-day administrative operations, including email and phone communication to leadership and staff.
• Monitors visitor access and maintain security awareness.
• Manages the clinician calendars, answers phones, and greets clients.
• Meets deadlines, stays focused while being detail oriented.
• Independently provides accurate and timely information to supervisors on topics and issues related to the operation of the program.
• Finishes all assigned paperwork completely and on time. Creates and maintains documents. 
• Collates information through Microsoft Office 365 products, SharePoint, OneDrive, Teams, Outlook, Excel, Word, GPS Exact, TruLink, etc. 
• Ensures that all client and program files are up to date and meet agency/best practice requirements.
• Sorts, opens, and distributes mail. 
• Receives and processes new client identification and insurance information and collects copays.
• Assists with maintaining confidential files including electronic records according to agency policy.
• Support six teams with administrative needs including:
• Managing doctor day logistics (telehealth coordination, member check-ins, follow-ups)
• Filing, faxing, and chart maintenance
• Tracking care plan signatures (member/guardian)
• Preparing group materials
• Handling facility-related issues (e.g., elevator, fire marshal visits)
  
  
  

MARGINAL DUTIES & RESPONSIBILITIES

• May be required to coordinate and negotiate inter‐departmental activities or requests such as events, internal and external audits, room scheduling, etc.
• Data entry for New Freedom Center grant (Excel-based attendance tracking)
• Reconciliation of credit card receipts (approx. 100 transactions/month across 9 cards)
• Proficiency in Microsoft 365, especially Excel and Word
• Strong organizational and customer service skills
• Ability to manage multiple tasks and pivot quickly
• Calm demeanor under pressure; emotionally and socially intelligent
• Detail-oriented and audit-compliant chart management

• Preferred Qualities:
• Tech-savvy, especially with OneDrive and app-driven tools
• Team-oriented, flexible, and solution-focused
• Non-gossipy, non-clickish; maintains professionalism

REQUIREMENTS

• High School Diploma or GED required.
• Associates degree preferred.
• Experience and/or training specific to performing the duties assigned may be substituted for educational requirements at supervisor’s discretion.

EXPERIENCE

• 2-4 years of progressive clerical experience preferred.
• Strong computer skills required and must have comprehensive knowledge of Microsoft Office.
• May be required to have knowledge or learn other pertinent software products. 

WHAT SET THRESHOLDS APART

• Competitive pay - Salary Range: $19.23 - $24.00 per hour / $40,000 - $50,000 annually
  • Based on education and experience
• 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.

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