Administrative Assistant (Part Time) - Youth Transitional Living

Thresholds • Chicago, IL

9d • $19 - $24

About The Position

The Administrative Assistant provides clerical and/or administrative support to the Youth & Young Adult Program, as assigned. This may include filing, typing, making meeting arrangements, taking minutes, overseeing member money, managing bus and incentive cards, and overseeing client assistance accounts. ESSENTIAL DUTIES & RESPONSIBILITIES: Assists the Program Leaders with the day-to-day administrative operations of the program, including email and phone communication to leadership and staff. Receive, distribute, collect and submit Random Moments Sample (RMS) forms from the Dept. of Children & Family Services (DCFS) on a quarterly basis. Weekly: Reviews of member balances, Finance requests submissions, & member money request collections. Monthly: Funding request submissions and member custodial statement collection & distribution to Program Director. Member money, bus card & incentive card distribution. Meets deadlines, stays focused while being detail oriented. Attends meetings as assigned by supervisor. 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. This paperwork includes reporting data to and from other internal and external departments. Excellent record keeping. Collates information through Microsoft Office 365 products, SharePoint, OneDrive, Teams, Outlook, Excel, Word, GPS Exact, TruLink, etc. Collection and coding of reports, maintain data on clients, payment vouchers, and interagency operations. Manages program supply ordering needs. Ensures that all client and program files are up to date and meet agency/best practice requirements. Oversees overall office organization and manages program donations. Daily Work Schedule 9AM to 2PM Monday-Thursday MARGINAL DUTIES & RESPONSIBILITIES: Assists with maintaining confidential files including electronic records according to agency policy. May be required to coordinate and negotiate inter‐departmental activities or requests such as events, internal and external audits, conference room scheduling, etc. May be required to travel to other nearby Thresholds/Community locations as needed.

Requirements

• HSD or GED Required.
• Experience and/or training specific to performing the duties assigned may be substituted for educational requirements at supervisor’s discretion.
• 2-4 years of progressive clerical experience preferred.
• Strong computer skills required and must have comprehensive knowledge of Microsoft Office.
• Considerable experience in Bookkeeping or Accounting
• May be required to have knowledge or learn other pertinent software products

Nice To Haves

• Associate degree desired.
• Bachelor’s degree preferred.

Responsibilities

• Assists the Program Leaders with the day-to-day administrative operations of the program, including email and phone communication to leadership and staff.
• Receive, distribute, collect and submit Random Moments Sample (RMS) forms from the Dept. of Children & Family Services (DCFS) on a quarterly basis.
• Weekly: Reviews of member balances, Finance requests submissions, & member money request collections.
• Monthly: Funding request submissions and member custodial statement collection & distribution to Program Director.
• Member money, bus card & incentive card distribution.
• Meets deadlines, stays focused while being detail oriented.
• Attends meetings as assigned by supervisor.
• 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.
• This paperwork includes reporting data to and from other internal and external departments.
• Excellent record keeping.
• Collates information through Microsoft Office 365 products, SharePoint, OneDrive, Teams, Outlook, Excel, Word, GPS Exact, TruLink, etc.
• Collection and coding of reports, maintain data on clients, payment vouchers, and interagency operations.
• Manages program supply ordering needs.
• Ensures that all client and program files are up to date and meet agency/best practice requirements.
• Oversees overall office organization and manages program donations.
• Assists with maintaining confidential files including electronic records according to agency policy.
• May be required to coordinate and negotiate inter‐departmental activities or requests such as events, internal and external audits, conference room scheduling, etc.
• May be required to travel to other nearby Thresholds/Community locations as needed.

Benefits

• Competitive pay: Salary Range: $19.25 - $24.00 per hour / $40,000 - $50,000 annually Commensurate with education and experience
• Generous PTO (9 federal holidays, 8 days of sick leave, 3 personal days, & 15 vacation days)
• 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)
• Supervision for clinical licensure at no cost (LSW, LCSW, LPC, LCPC)
• Reimbursement for professional licensure and license renewal

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees