Administrative Assistant II (Substance Use Corrections) - Humble, TX

Gateway Foundation, Inc. is a national non-profit dedicated to helping individuals with substance use and mental health disorders. Established in 1968, Gateway provides essential tools and knowledge for recovery, positively impacting hundreds of thousands of lives. Our organization focuses on delivering high-quality clinical services as a recognized leader in evidence-based treatment. By joining our team, you'll have the chance to provide essential services to underserved populations while working for an organization that values you and aims to be an employer of choice.

About the Role

Performs duties typical of an Administrative Assistant I, as well as higher-level administrative duties. Utilizes detailed knowledge of area procedures and policies to relieve supervisor of standard administrative details, including compiling and analyzing data, preparing summary reports, answering correspondence, conducting projects, and performing office management functions such as directing lower-classified office personnel, monitoring revenue and expenses, processing purchasing requisitions, and handling petty cash transactions.

Responsibilities

• Composes and types a 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, ensuring 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• Updates, corrects, and/or purges outdated or inaccurate files and information.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 such as assisting with grant proposals, evaluating and recommending office equipment purchases, and maintaining up-to-date policy and procedure manuals.
• 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, and rosters.
• 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 a variety of influential Gateway and outside personnel to obtain or relay information, arrange meetings or conferences, and research issues for supervisor.
• Follows up on matters or questions with other departments or employees 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, and making meeting and travel arrangements.
• Evaluates and recommends appropriate changes in office procedures, filing and record-keeping systems, equipment, or computer applications 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, and entering information into computer databases.

Requirements

• Ability to read and write well enough to draft, proof, and edit correspondence, reports, tables, and similar materials, 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.
• Prior experience with health insurance terminology, codes, and billing procedures may be required to bill insurance and communicate with insurance providers.
• Up to one year of post-high school training in business or office administration.
• Ability to type complex statistical tables and forms, nonroutine correspondence, reports, and complete data entry accurately and efficiently, typically acquired through training in touch-typing techniques in high school or beyond.
• Approximately three to five years of progressively more responsible related work experience to gain an 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 a 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 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 the office or assigned location.

Work Environment

Works in a normal office or clinical environment with minimal discomforts due to dust, dirt, or noise. 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.

Location

Atascocita - 2310 1/2 Atascocita Rd. Humble, TX 77396

Gateway’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.

Schedule

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

Benefits

• 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 Gateway
  • 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
• Personal Development:
  • Training & Development Programs
  • Tuition Reimbursement - up to $5,250 per calendar year
  • eLearning access to online courses that provide CEUs and job-related training
  • Clinical Supervision: Formal and informal guidance