Office Manager (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. The organization is recognized for innovative, evidence-based treatment approaches and maintaining high standards through its Community Services, Corrections Divisions, and Corporate Headquarters.

Why join us?

Join our team to make a meaningful impact by delivering high-quality clinical services to underserved populations. Gateway values its employees, fostering a vibrant culture that emphasizes teamwork, professional growth, and alignment of career with personal values. Work in a mission-driven environment where your contributions support recovery and rehabilitation.

Perks of working in correctional healthcare

• Opportunity to make a positive impact on a marginalized population
• Exposure to diverse patient demographics
• Focus on driving change, tracking progress, and improving care
• Development of skills in a unique healthcare setting

About Our Atascocita Location (Harris County)

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.

Location: 2310 1/2 Atascocita Rd. Humble, TX 77396

Schedule

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

About the role

Under limited supervision, the Office Manager maintains office services at the assigned facility by organizing operations, developing and implementing office procedures and systems, preparing and coordinating correspondence, processing data entry of billing information, organizing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions of administrative support staff.

Responsibilities

• Compiles data and information and generates reports from electronic health records, population management systems, and other databases:
  • Completes summary calculations and analyses
  • Prepares reports for managers to monitor and evaluate facility finances, operations, and contract compliance
  • Researches unusual data results or occurrences and prepares explanations or justifications
• Processes various forms and records related to client admission, rotations, and discharge
• Prepares regular reports and counts related to client census and services provided
• Assists senior staff with preparing budget recommendations
• Generates revenue and expenditure, census, and service delivery statistical reports
• Compiles data and prepares reports to monitor and evaluate site operations, finances, and contract compliance
• Tracks budget allocations and expenditures, collects and maintains office expenditure records and receipts, and initiates corrective actions to control budget variances
• Initiates, coordinates, and monitors office supplies and purchases within identified budget to maintain office and kitchen supplies and ensure the office is presentable and functional
• Performs personnel administration for the facility, including:
  • Maintaining personnel files and training records
  • Collecting and processing time sheets
  • Preparing employment offers and processing new hires
  • Responding to questions concerning payroll and benefits policies and procedures
• Serves as administrative liaison between the assigned facility, other facilities, central office, and contracting agency by gathering and exchanging information related to operational, budget, payroll, and personnel issues or procedures
• Maintains office records and filing systems; cleans databases, verifies files, and ensures information is accurate, up to date, and complete
• Updates and disseminates information concerning office procedures, updated policies, and personnel administration changes
• Performs administrative duties, such as:
  • Maintaining policy and procedure manuals
  • Posting and balancing petty cash and postage expenditures
  • Enforcing office equipment maintenance and service contracts
  • Obtaining security clearances for staff and visitors
  • Coordinating travel and meeting arrangements
• Performs office and secretarial duties, including:
  • Composing and typing correspondence and documents
  • Photocopying and assembling documents
  • Answering telephones, filing, and data entry

Requirements

• High School Diploma or equivalent required
• Two (2) years of related work experience
• Progressively more responsible related work experience and experience with Excel, Access, Word, and other Microsoft software preferred
• Valid local driver’s license
• Basic knowledge of office systems, procedures, and equipment
• Strong computer skills to generate reports and prepare documents
• Basic communication skills to exchange information and interact with a diverse group of external and internal contacts
• Basic analytical skills necessary to compile and analyze data and information for various reports and statements, read and interpret policies and instructions, and investigate and resolve operational and administrative problems
• Ability to delegate and follow up on the work of others

Physical Requirements

• 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, with potential for harm limited if established safety and infection control precautions are followed
• Works in a correctional facility with exposure to potentially disruptive and violent inmates

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
• Work-life balance

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