Administrative Assistant

Bridge South, 734 W 47th St, Chicago, IL 60609, USA

The Receptionist & Administrative Assistant will assist with the day-to-day administrative operations of the site including but not limited to greeting clients, answering phones, monitoring the front desk, responding to requests, maintaining calendars, typing, filing, data entry, sorting mail, and mail delivery. Position reports to the Office Manager.

• Receives visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
• Monitors visitor access and maintains security awareness.
• Answers, screens, and forwards incoming phone calls.
• Receives and processes new client identification and insurance information.
• Provides clerical and organizational support as directed by supervisor.
• Processes requests and places orders for office supplies at two administrative locations.
• Maintains clinic/center room calendars, obtains and distributes information for meeting attendees, and assists in the coordination of on‑site meetings as needed.
• Sorts, opens, and distributes mail, including Fed Ex, UPS, and other carriers, according to destination such as letters, bills, payments, inter‑office mail, etc.
• Applies postage and prepares outgoing mail for pick‑up or delivery.
• Drafts written responses or replies by phone or email requests when necessary, and responds to regularly occurring requests for information.
• Works in collaboration with other staff to cover phones, directing callers to the appropriate parties, answering questions, and taking messages when necessary.
• Follows routine clerical functions such as answering phones for supervisor or performing data entry, with accuracy, in a timely manner.
• Enters and maintains member custodial account records in the agency’s accounting program, collects, codes, reports, and maintains data on members.
• Maintains and reconciles petty cash.
• Maintains respect and a trauma‑informed perspective in any interactions with members.
• May be required to maintain confidential files, including electronic records according to agency policy, ensuring protection from unauthorized access, fire, water damage, or other hazards; electronic records will be backed up in accord with agency guidelines.
• 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.
• Sorts, coordinates, and distributes incoming inter‑departmental mail, faxes, and external mail (e.g., Fed Ex, US mail, UPS, etc.), prepares check requests, and places departmental orders for the department.
• Travels to other Thresholds locations as needed.
• Performs other duties as assigned.

• High School Diploma or GED required.
• Associate’s Degree or higher is preferred.

• 2 years related experience.

• Working knowledge of computers, email and the internet and the ability to function in a computer‑oriented office.
• Ability to type a minimum of 50 words per minute.
• Ability to operate standard office equipment.
• Must be able to work well under pressure, meet tight deadlines, and pay attention to detail.
• Ability to work independently and take initiative, complete assignments with minimal instructions, adhere to existing policies and procedures, maintain records, and deliver accurate reports.

• Competitive pay – Salary Range: $19.00 – $21.50 per hour.
• Generous PTO.
• Dental insurance, vision insurance, and 4 medical insurance plans.
• 403(b) retirement plan with 3% employer match.
• Robust employee assistance program (EAP).
• Public service loan forgiveness.
• Cell phone reimbursement (up to $50/month).

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.