The Office Manager is under the direct Supervision of Program Director or
Department Head and provides administrative support for the
Department. Deals with a diverse group of important external callers and
visitors as well as internal contacts at all levels of the organization.
Independent Judgment is required to plan, prioritize and organize diverse
workload, recommends changes in office practices and procedures.
1. Assists the Program Director, Department Head or designated supervisor with the day
to day operations of the program including but not limited to typing, filing, answering
telephones and ordering office supplies.
2. Schedules and organizes complex activities such as meetings, travel, conferences and
department activities for all members of the department.
3. Establishes, develops, maintains and updates filing system and library of trade
journals and magazines for the Program Director or Department Head. Retrieves
information from files when needed.
4. Sorts, distributes and opens mail for the Program Director or Department Head. Drafts
written responses or replies by phone or e-mail when necessary, and responds to
regularly occurring requests for information.
Answers phones for Department Head or Program Director. Takes messages,
answers questions or directs caller to appropriate person for all routine and nonroutine
questions. Works in cooperation with other department staff to cover phones.
6. Attends meetings throughout the agency as required by supervisor.
7. Acts as liaison with other departments and outside agencies, including high-level staff
such as CEO’s, Presidents, Senior Vice Presidents, and Chiefs. Handles confidential
and non-routine information and explains policies when necessary.
8. Works independently and within a team on special nonrecurring and ongoing projects.
Acts as project manager for special projects, at the request of the Program Director or
Department Head, which may include: planning and coordinating multiple
presentations, disseminating information, coordinating direct mailings, creating
9. Types and designs general correspondences, memos, charts, tables, graphs,
business plans, etc. Proofreads copy for spelling, grammar, and layout, making
appropriate changes. Responsible for accuracy and clarity of final copy.
10. Supports department in maintenance of the department finances. Activities include:
copying check requests and sending to Accounts Payable documenting corporate
credit card expenses and Petty Cash.
11.Prepares presentations, special reports, and memoranda. Transcribing and word
processing like letter composition, routine correspondence, and information research
are also essential.
12. Responsible for reception and telephone duties, including signing for front office
packages. Prepares and sorts mail, schedules appointments, takes messages and
notifies the appropriate supervisor of all important contacts when supervisor is away
from the office.
13. Prepares for meetings as required by supervisor. This may include reserving
conference rooms, notifying participants of meetings and activities, and preparing
necessary reports and/or other material.
14. Administers office operations or specialized business functions.
15. Must prioritize tasks and balance workload.
16. Must meet assigned deadlines, and/or communicate obstacles using proper channels
1. High Diploma required, Bachelor’s degree preferred.
2. Work requires an extensive knowledge of business and an excellent command of the
3. 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.
4. Must have knowledge of a variety of computer software applications in word
processing, spreadsheets, and database.
5. Must have a high level of interpersonal skills to handle sensitive and confidential
situations. Positions continually requires demonstrated poise, tact and diplomacy.
6. Some analytical ability is required in order to gather and summarize data for reports,
find solutions to various administrative problems, and prioritize work.
Work requires continual attention to detail in composing, typing and proofing materials,
establishing priorities meeting deadlines.
8. Proficient in Quickbooks, MS Word, Excel, Power Point and the Internet.
9. Ability to type 35-45 words per minute.
10. Ability to use a computer including familiarity with the Internet and email.
11. Ability to operate standard office equipment.
Established in 1959, Thresholds provides healthcare, housing, and hope for thousands of persons with mental illnesses in Illinois each year....