Job Details

Requisition Number 17-0367
Post Date 7/10/2017
Title Administrative Assistant
City Chicago
State IL
Description

The Administrative Assistant provides clerical and/or administrative support to the Program Director as assigned. This may include filing, typing, making meeting arrangements, taking minutes, and overseeing petty cash accounts.

ESSENTIAL DUTIES & RESPONSIBILITIES

 

  • Assists the Program Director, Team Leaders, Office Manager and/or designated supervisor with the day‐to‐day administrative operations of the program, including but not limited to typing, filing, answering telephones and ordering office supplies.
  • Ability to meet deadlines, stay focused as well as detail oriented.Attend meetings asassigned by supervisor.
  • Provides clerical support to the program staff as directed.
  • Independently provides accurate and timely information to your supervisors on all topics and issues related to the operation of the program and/ or department.This includes but is not limited to correcting errors specific to your area of responsibility as they are identified
  • As with all staff members, paperwork is an important part of your job and you are responsible for finishing all assigned paperwork completely and on time.This paperwork may include but is not limited to reporting data to DMD or Research, and other internal and external departments as required by your supervisor.The evaluation of your job performance includes the quality and timeliness of your written work.
  • Enters and maintains member custodial account records in the agency’s accounting program.
  • Inputs data entry as a part of the PSR reporting program.
  • Maintaining and reconciling petty cash for Demonstration Projects.
  • Collects, codes, reports, and maintains data on Members.
  • Maintains a reliable and operable automobile in order to commute between the programs.

MARGINAL DUTIES & RESPONSIBILITIES

 

  • May be required to be responsible for maintaining confidential files including electronic records according to agency policy.All Thresholds records are to be maintained in such a fashion as to prevent unauthorized access as well as to reasonably protect them from fire, water damage or other hazards.Electronic records will be backed‐up in accord with agency guidelines.
  • May be required to organize records and projects in a systematic fashion.
  • 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 complete routine clerical tasks such as filing, copying, answering phones, and providing 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.), prepare check requests, and place departmental orders for the Department.
  • May be required to travel to other Thresholds locations as needed.
Requirements

EDUCATION

  • Associates Degree desired, Bachelor’s degree preferred. 
  • Experience and/ or training specific to performing the duties assigned may be substituted for educational requirements at supervisors’ discretion.

EXPERIENCE

  • Five or more years of progressive clerical responsibilities. 
  • Prior executive level clerical assistance preferred.
  • Daily access to a personal vehicle is required.

SKILLS/CERTIFICATIONS

  • Strong computer skills.  Must have comprehensive knowledge of Microsoft Office products. 
  • May be required to have knowledge or learn other pertinent software products.

PHYSICAL DEMANDS

  • The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading, etc
  • Fingering; Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand or arm as in handling.
  • The worker is not substantially exposed to adverse environmental conditions (such as in typical office work).
  • Please view Equal Employment Opportunity Posters provided by OFCCP here
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