Administrative Assistant, ACT

Thresholds•Mchenry, IL

3d•Hybrid

About The Position

The Administrative Assistant provides administrative support to the ACT Team(s) as assigned. This may include filing, scheduling, tracking deadlines, and interfacing with members and providers. The role assists the Program Director, Team Leaders, Office Manager and/or designated supervisor with the day-to-day administrative operations of the team. It involves attending team meetings, providing clerical support to program staff, making updates in Smart Care, answering phone calls, filing, creating member budgets, and tracking deadlines. The position also involves creating systems to manage team logistics and important to-dos, providing accurate and timely information to supervisors, scheduling member appointments, interfacing with the pharmacy, completing assigned paperwork and reporting, and performing tasks related to the care coordination needs of members. A key aspect of the role is maintaining respect and a trauma-informed perspective in all interactions with members and communications with other providers. Marginal duties may include maintaining confidential files, coordinating inter-departmental activities, providing back-up to the receptionist, and sorting/distributing mail and faxes.

Requirements

High School diploma or GED is required.
Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 3+ years related experience.
Ability to type 35-45 words per minute.
Ability to use a computer including familiarity with the Internet and email.
Familiarity with Excel spreadsheets.
Strong customer service skills.

Nice To Haves

Associates Degree is preferred.

Responsibilities

Assists the Program Director, Team Leaders, Office Manager and/or designated supervisor with the day-to-day administrative operations of the team.
Attends team meetings.
Provides clerical support to the program staff as directed, such as making updates in Smart Care, answering phone calls, filing, creating member budgets, and tracking deadlines.
Creates systems in conjunction with the Team Leader to manage team logistics and important to dos.
Provides accurate and timely information to supervisors on all topics and issues related to the operations of the team.
Schedules member appointments as needed and interfaces with the pharmacy.
Completes assigned paperwork and reporting in a timely manner.
Completes tasks related to the care coordination needs of the members in support of the team.
Maintains respect and a trauma informed perspective in all interactions with members and communications about members with other providers.
May be required to maintain confidential files including electronic records according to agency policy.
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 provide back-up to the receptionist.
May be required to sort, coordinate and distribute in-coming inter-departmental mail, faxes, and external mail (e.g., FedEx, US mail, UPS, etc.).