Office Assistant

JOB TITLE: Office Assistant
LOCATION: Gateway Medical Sobering

Who are we?
Horizon Services, Inc. (HSI) is a nonprofit established in 1974 that offers addiction treatment with the goal of reducing substance use and mental health related challenges for people from all walks of life, including those from some of the most disenfranchised and marginalized communities. We practice our values of Integrity, Respect, Professionalism, and Compassion to provide youth prevention, youth and adult outpatient, sobering programs, withdrawal management, and co-occurring capable residential programs to support the well-being of women, men, youth, LGBTQIA+, and BIPOC clients to live healthy, fulfilling and constructive lives. HSI is an inclusive workplace and a learning community where our collective experiences
enrich each other’s growth.

The Office Assistant provides crucial administrative and operational support to ensure the smooth and efficient functioning of the Program. Key responsibilities include managing the reception area, handling communications, scheduling, and performing accurate data entry while strictly maintaining client confidentiality. The role also involves overseeing facility supplies and vendors and providing reliable assistance to clinical and program staff. Ultimately, this position is vital for maintaining a safe, organized, and welcoming environment that facilitates effective service delivery for all clients.

How can you make a difference in people’s lives?
In this role, you’ll make a difference in the lives of people with substance abuse challenges, and often with co-occurring conditions. You’ll use and grow your skills in compassionate care, crisis intervention and de-escalation, in a supportive and inclusive work environment. You’ll have the opportunity provide our community with substance abuse treatment to help people who are just discovering possibilities in their journey, going from a place of hopelessness to a place where they are valued and have the potential for a better life.

PRIMARY ACCOUNTABILITIES & RESPONSIBILITIES
Responsibilities:
Administrative & Clerical Support:

• Manage incoming and outgoing calls, emails, and mail, directing inquiries appropriately and providing information with professionalism and empathy.
• Greet clients and visitors, managing the reception area to ensure a welcoming and organized environment.
• Schedule appointments, client transportation, or other necessary arrangements.
• Maintain and organize physical and electronic filing systems, ensuring accuracy and confidentiality.
• Perform data entry for client information, service utilization, and other program-related metrics.
• Prepare, copy, and distribute documents, reports, and materials for staff and clients.
• Assist with the creation and maintenance of internal communications, such as memos or newsletters.

Operational & Facility Support:

• Support the Program Manager with the procurement of facility supplies, including medical and office supplies, by assisting with inventory checks, order preparation, and receiving deliveries.
• Oversee custodial services, ensuring cleaning schedules are maintained and addressing any facility cleanliness issues with vendors.
• Ensure vendor linkages are maintained for facility services (e.g., custodial, maintenance, deliveries), acting as a point of contact and coordinating service calls as needed.
• Monitor and maintain inventory of office supplies, forms, and program materials, reordering as necessary.
• Assist with basic troubleshooting of office equipment (copiers, printers, etc.) and coordinate repairs when needed.
• Handle other operational support duties as assigned to ensure the smooth functioning of the center.

Client & Staff Support:

• Assist clinical and program staff with administrative tasks to facilitate efficient service delivery.
• Help prepare materials for client groups or educational sessions.
• Provide non-clinical assistance to clients, such as offering basic information about center processes or connecting them with appropriate staff members.
• Contribute to maintaining a safe, respectful, and supportive environment for all clients and staff.
• Adhere strictly to confidentiality policies (e.g., HIPAA) and procedures regarding client information.

SUCCESS COMPETENCIES FOR POSITION (competencies required to effectively perform the job) FUNCTIONAL/TECHNICAL SKILLS & KNOWLEDGE:
(knowledge and skills required to effectively perform the job)

• Interpersonal Communication - Establishes rapport quickly and delivers multi-mode communications that convey a clear understanding of the needs of different audiences: co-workers, managers, clients, clients’ families, care providers, etc. Adjusts to fit the audience and the message. Accepts responsibility for miscommunications or misunderstandings. Avoids escalated arguments at work and seeks a positive resolution. Listens actively and effectively: seeks first to understand. Conveys information in a jargon-free, non-judgmental manner.
• Computer Savvy - Readily learns and adopts new technologies and programs Enters data in a timely and accurate manner. Avoids backlogs. Uses technology to support and improve service delivery. Learns system limitations and work around them Demonstrates confidence in working with systems and troubleshooting appropriately

Safeguards privacy and confidentiality.

• Problem Solving - Uses a logical approach to address problems or manage the situation at hand by drawing on one’s knowledge and experience base, and calling on other references and resources as necessary. Presents problem analysis and recommended solution (s) rather than just identifying or describing the problem itself. Acknowledges when one doesn’t know something and takes steps to find out. Identifies root causes and addresses problems in ways that lead to innovative solutions. Considers multiple sides of an issue. Weighs consequences before making final decision. Is open to new ideas and processes. Adjusts approach to achieve results.
• Optimizes work processes - Knows the most effective and efficient processes to get things done, with a focus on continuous improvement and delivery of services. Identifies and creates the processes necessary to get work done with highest quality. Separates and combines activities into efficient and clear workflow. Designs processes and procedures that allow managing with minimal supervision. Seeks ways to improve processes, from small tweaks to complete reengineering.
• Ability to execute projects and measure results / impact.
• Adjusts to fit the audience and the message
• Provides timely, accurate and helpful information
• Accepts responsibility for miscommunications or misunderstandings.
• Avoids escalated arguments at work and seeks a positive resolution.
• Listens actively and effectively: seeks first to understand.
• Conveys information in a jargon-free, non-judgmental manner.
• Acknowledges when one doesn’t know something and takes steps to find out.
• Identifies root causes and addresses problems in ways that lead to innovative solutions.
• Is open to new ideas and processes. Adjusts approach to achieve results.
• Practices good hygiene and presents an appropriate professional appearance.
• Completes all assigned tasks on time, accurately and with minimal supervision.
• Works to make a friendly impression by using good eye contact and addressing people by their names.
• Works to develop and maintain positive working relationships with co-workers by being at work on time & complying with work schedule, focusing on work, and complying with HSI’s policies and treatment philosophy.
• Shows dedication and accountability in one’s work, and fulfill commitments made to others.
• Handles and manages crises effectively.
• Maintains a positive attitude despite adversity.

What else is required?

• High School Diploma or Associate’s Degree
• Current CPR/First Aid/AED Certificate
• Valid NM Driver’s License with a good record and current auto insurance.
• Strong skills in data entry, accuracy, and time management

Compensation and Benefits
We are proud to offer a comprehensive benefits package to all full-time and part-time employees over 20 hours per week.

• Generous contribution medical, dental, Life and LTD for the employee and 50% for any dependents medical and dental coverage.
• PTO and Holiday pay.
• Retirement benefits after 6 months of service.
• Training and CEU opportunities.

And of course, the opportunity to meaningfully contribute to a team of mindful, caring and passionate people at work every day!

Salary: $17-$23 based on experience and qualifications. Available for a full-time position.

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