SATS Administrative Assistant

Job Description

Job Description

General Statement: The Salvation Army is a branch part of the Christian Church and the ultimate goal of all programs is spiritual regeneration of all people.

Corps/Department: Salvation Army Clitheroe Center/ADOC SATS Program
Reports To: SATS Clinical Manager
FLSA Status: Full Time/40 hours per week; Non-Exempt

The length of the contract will be from the date of award, approximately 12/1/2020 through 6/30/2021 with optional renewal periods to be exercised at the sole discretion of the State up to 6/30/2023. Continuation of position is contingent upon the successful renewal of the contract for each period.

Education and Work Experience:
High school diploma or equivalency; some additional education or training to perform clinical and clerical functions.
Three years of successful experience in clerical and data entry work.
Must be able to pass ADOC background check and PREA screening.

Scope of Position/Essential Functions: Under the direction of the SATS Clinical Manager, the SATS Administrative Assistant serves as a clerical assistant to the SATS program, performing a variety of detailed and advanced administrative duties. Assignments are performed with some independence but in conformance with established office policies and guidelines and, in some cases, in concert with the Divisional Finance Department.

Knowledge, Skills and Abilities Required:
Proficiency in using general office equipment, Microsoft Office Suite, AKAIMS databases, and report-generating programs.
Must be detail oriented, organized, and able/willing to maintain strict confidentiality.
Ability to work with a minimum of supervision.
Detail oriented with a high level of accuracy required
Ability to work in a fast-paced environment, maintain poise under pressure and successfully communicate with a wide range of personalities

Essential Functions:
Provide essential administrative support services to SATS Clinical Manager, Coordinators, and Counselors in all SATS programs.
Maintains the information management system and performs data entry in a variety of applications, specifically AKAIMS.
Oversees the SATS clinical client records and ensures the delivery of original records to ADOC as required.
Prepares all required ADOC reports as required.
Orders all materials for SATS programs, including curriculums and materials, office supplies, etc.
Tracks Alaska State Chemical Dependency Certification for all SATS employees, including continuing education.
Assists Intake Coordinator in the HR processing and tracking for all SATS employees, including orientation, training, and continuing.
Assists Intake Coordinator to accept contract payments, gives receipt, and prepare appropriate documentation for the Finance Department.
Assists Intake Coordinator to prepare deposit to the bank and arrange for deposits to be taken to the bank by other designated employees; forwards documentation of deposits to the Finance Department.
Builds and maintains positive professional relationships with all other disciplines within the organization.
Works on special projects as directed by the supervisor.
Performs general office duties, including photocopying, typing, answering the telephone, and entering data into a variety of computer applications.
Adheres to all confidentiality regulations as well as 42 C.F.R., Part 2 and C.F.R., Parts 160 and 162 (HIPAA).
Performing other reasonably related duties as assigned by immediate supervisor or other management as required.

Software-related Skills: Microsoft Word, Microsoft Excel, Microsoft Outlook, and AKAIMS required; working knowledge of integrated database applications and ability to use new software programs with basic training.

Work Environment: The work environment is located in an office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills: Must be able to understand, follow and give both written and oral instructions and be able to give presentations and be comfortable with public speaking. The employee must be able to use speech and hearing for ordinary and telephone conversation.

Mathematical Skills: Must be able to perform simple calculations (addition, subtraction, multiplication, and division) and apply concepts such as ratios and percentages in practical situations.

Performance Skills: Must be creative, self-motivated, organized, flexible, and possess leadership skills.

Sacred Boundaries and Protect the Mission: Must complete the online course for this area and pass the Background Check required by The Salvation Army for employment.

Physical Requirements: Ability to sit, walk, stand, bend, squat, climb, kneel and twist on intermittent or continuous basis. Ability to grasp, push, pull, and reach overhead. Ability to operate a telephone. Ability to lift up to 25 pounds. Ability to access and produce information from a computer. Ability to understand written information. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

ADOC Personnel Management: This job description is for a contract funded employee position to provide substance abuse treatment services under a contract for the Alaska Department of Corrections (ADOC.) In addition to The Salvation Army Human Resource procedures for personnel, all staff working under the ADOC contract must also be approved by the ADOC project manager and will be required to pass a ADOC background check, complete a PREA screening, receive a Security Clearance, agreed to the ADOC Code of Ethical Conduct 202.01a, agree to the ADOC Standards of Conduct 202.15a, complete an ACOMS form and agreement, and submit a Criminal Justice Information Services Addendum prior to their hire. After hire, the ADOC reserves the right to disqualify, prevent, rescind approval, or remove any staff performing work under the contract, and is under no obligation under the contract to inform The Salvation Army of the criteria for disqualification or removal. Therefore, per the requirements of the ADOC contract, the Salvation Army reserves the right to terminate any employee deemed unsatisfactory to the ADOC.

Acknowledgement of Religious Purposes of The Salvation Army: The employee acknowledges that he/she has been informed and understands The Salvation Army’s religious purpose and status as a church. The employee agrees that he/she shall do nothing to his/her relationship with The Salvation Army as an employee to undermine its religious mission. The employee agrees and understands that his/her services are a necessary part of The Army’s religious purposes and his/her work related
conduct must not conflict with, interfere with, or undermine such religious programs or The Army’s religious purposes.