Office Manager - Del Valle, TX

Who is Gateway Foundation?

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. Operating through its Community Services, Corrections Divisions, and Corporate Headquarters, the organization is recognized for innovative, effective treatment approaches and maintaining high standards.

Why join us?

Consider joining our team, where your impact can be truly meaningful. Our organization focuses on delivering high quality clinical services as a recognized leader in evidence-based treatment proven to get results. By joining our team, you'll have the chance to provide essential services to underserved populations, all while working for an organization that values you and aims to be an employer of choice. You can expect to be part of a vibrant culture that emphasizes teamwork and professional growth. When you join us, you'll discover personal and professional fulfillment by aligning your career with your values.

We are honored to offer behavioral healthcare services in Corrections

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

Office Manager Summary

Under limited supervision, maintains office services at assigned facility by organizing its operations and 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; assigning and monitoring clerical functions of assigned administrative support staff.

ESSENTIAL JOB RESPONSIBILITIES

• Compiles data and information and generates reports from electronic health records, population management systems, and other adjunct databases:
  
  
  
  • Completes summary calculations and analyses
  • Prepares reports for use by managers to monitor and evaluate facility's 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 which includes maintaining personnel files and training records, collecting and processing time sheets, preparing employment offers and processing new hires, and responding to questions concerning payroll and benefits policies and procedures to ensure personnel actions are in compliance with federal, state and central offices rules and regulations.
• Serves as administrative liaison between 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 information are 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, and coordinating travel and meeting arrangements.
• Performs office and secretarial duties such as composing and typing correspondence and documents, photocopying and assembling documents, answering telephones, filing, and data entry.

EDUCATION AND EXPERIENCE

Education / experience / certifications / licensure must meet contractual requirements

• High School Diploma
• Two (2) years 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

KNOWLEDGE, SKILLS AND ABILITIES

• Basic knowledge of office systems, procedures, 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 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 Gateway Foundation:

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 CEU's and job-related training
• Clinical Supervision: Formal and informal guidance

Gateway Foundation is an Equal Opportunity Employer: Race/Color/Sex/Sexual Orientation/ Gender Identity/Religion/National Origin/Disability/Vets. Please view Equal Employment Opportunity Posters provided by OFCCP here.