Administrative Assistant II

Administrative Assistant II

Alpharus Health is a national nonprofit behavioral health provider dedicated to helping people build healthier lives. For nearly 60 years, we have provided substance use and mental health treatment that helps individuals, families, and communities find healing, hope, and lasting wellbeing. Our mission is simple: We help people build healthier lives. By combining clinical expertise with a person-centered approach, we help people build the skills, resilience, and support systems needed to create meaningful, lasting change.

Alpharus Health's largest facility, Atascocita is a residential correctional center focused solely on substance use treatment for court-ordered clients. With 12 buildings and nearly 500 clients, the facility provides a structured, secure environment without armed guards. Staff work collaboratively in a team of 170, including counselors, probation officers, and support staff. The location is undergoing major renovations to become a state-of-the-art treatment center. We foster a supportive culture with team-building activities, recognition programs, and a strong mission-driven focus on recovery and rehabilitation.

Work Schedule: Monday - Friday, 8:00AM - 4:30PM

Administrative Assistant II - Job Summary

Performs duties typical of Administrative Assistant I, as well as higher-level administrative duties. Utilizes detailed knowledge of area procedures and policies in order to relieve supervisor of standard administrative details which requires compiling and analyzing data and information, preparing summary reports, answering correspondence, conducting projects, and so forth. Performs office management functions such as directing work of lower-classified office personnel, assisting in monitoring revenue and expenses, processing purchasing requisitions, handling petty cash transactions, and so forth. Performs various office and administrative support duties including composing and typing correspondence and documents, processing billing information, maintaining record keeping and filing systems, scheduling meetings and conferences, and receiving and screening visitors and telephone calls. Serves as administrative liaison between assigned department/center and other Gateway components by gathering and exchanging information related to operational, budget, payroll or personnel issues and procedures.

Administrative Assistant II - Responsibilities

Composes and types variety of materials and documents including correspondence, memos, forms, tables, records and charts from rough draft, general directions, or dictation; using standard computer word processing, database and spreadsheet applications. Proofreads and edits final draft materials for accuracy, consistency and clarity. Organizes and maintains office manual and electronic files, and ensures accurate and efficient storage and retrieval of documents and information. Updates, corrects and/or purges outdated or inaccurate files and information. Works on various administrative support projects as requested such as assisting with compiling with grant proposals, evaluating and recommending office equipment purchases, maintaining up to date policy and procedure manuals, and so forth. Assists in monitoring revenue and expenses by compiling data from records and logs, and preparing summary financial and budget reports. Maintains expenditure records and receipts. Compiles data and information for various administrative reports, statements, rosters and so forth. Performs standard statistical or arithmetic calculations, and drafts and prepares special reports or analyses for review by supervisor. Delegates work to and monitors work of lower-classified clerical support personnel. Participates in hiring, evaluating and disciplining lower-classified office staff as appropriate. Contacts variety of influential Gateway and outside personnel to obtain or relay information, arrange meetings or conferences, research issues for supervisor, and so forth. Follows up on matters or questions with other departments or employees as necessary to resolve operational or administrative issues within areas of responsibility. Performs various administrative support functions such as maintaining petty cash receipts and ledger, processing purchasing requisitions for approved supplies and equipment, maintaining staff personnel files, making meeting and travel arrangements and so forth. Evaluates and recommends appropriate changes in office procedures, filing and record keeping systems, equipment, or computer applications; in order to improve efficiency, productivity and cost effectiveness. Performs various secretarial or office duties such as photocopying and assembling documents, answering and screening telephone calls, recording messages, sorting and distributing mail and faxes, entering information into computer databases, and so forth.

Administrative Assistant II - Education & Experience Requirements

Ability to read and write well enough to draft, proof and edit correspondence, reports, tables and the like; and perform simple arithmetic and statistical calculations to prepare and verify summary reports and financial transactions. Knowledge of office systems, procedures, equipment, and computer applications. May require prior experience with health insurance terminology, codes and billing procedures in order to bill insurance and communicate with insurance providers. Necessary ability and knowledge normally acquired through up to one year post high school training in business or office administration. Ability to type complex statistical tables and forms, nonroutine correspondence, reports and the like; and complete data entry accurately and efficiently, at a level normally acquired through training in touch-typing techniques, in high school or beyond. Approximately three to five years of progressively more responsible related work experience in order to gain in-depth understanding of Gateway policies, procedures and operations necessary to assume high-level administrative details and office management responsibilities. Interpersonal skills necessary to communicate effectively with a diverse group of important external and internal contacts in investigating and dealing with often sensitive or highly confidential matters, and to lead and motivate assigned staff. Analytical abilities necessary to delegate and follow-up on the work of others, schedule and meet the administrative/secretarial needs of supervisor, compile and analyze data and information for various reports and statements, and investigate and resolve various questions and issues related to administrative responsibilities. Ability to maintain confidentiality of client treatment and financial information, and personnel files.

Physical Requirements Ability to communicate with others in order to gather and exchange information. Ability to respond to telephone inquiries. Ability to continually proofread, check and verify data from printed form and computer monitor display. Ability to use a keyboard and video display terminal to enter, retrieve, and/or audit information and data on a continual basis. Ability to pull, lift and transport files and documents to and from various locations within office or assigned location. Work Environment Works in a normal office or clinical environment where there are relatively few discomforts due to dust, dirt, noise and the like. Occasional exposure to contagious diseases, or infectious specimens, but potential for harm is limited if established safety and infection control precautions are followed. Works in a correctional facility where there is exposure to potentially disruptive and violent inmates. The worker is not substantially exposed to adverse environmental conditions, however might experience relatively few discomforts due to dust, dirt, noise and the like.

Benefits at Alpharus Health

Health and Wellness: Medical, dental, and vision insurance for employees and dependents Employee wellness program promoting health and fitness and offering cash-saving premiums Employee assistance programs focused on mental health Financial Wellbeing: 403(b) Retirement Plan with 3% employer match Short-term and Long-term Disability and Life and AD&D Insurance paid for by Alpharus Flexible Spending Accounts for medical and dependent care Public Service Loan Forgiveness (PSLF) Flexibility and Time Off: 18 paid time off days per year accrual rates increase with years of service 9 paid company holidays Work-life-balance Personal Development: Training & Development Programs Tuition Reimbursement - up to $5,250 per calendar year eLearning access to online courses that provide CEU's and job-related training Clinical Supervision: Formal and informal guidance

Alpharus Health is an Equal Opportunity Employer: Race/Color/Sex/Sexual Orientation/Gender Identity/Religion/National Origin/Disability/Vets.