Administrative Assistant - Certified Community Behavioral Health Clinic

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.

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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