Administrative Assistant

Nexus Family Healing; Minnesota; On-site; USD 26,000 - 32,000; Full time

Benefits offered by this job

Four weeks PTO in first year

Health insurance options

No-cost life insurance

Disability insurance

401k match

Talkspace Therapy Benefit for the full

Hinge Health Benefit for the full

Carrot Fertility Benefit

Tuition assistance and training

Advancement pathways and internal/prom

Job summary

Nexus Family Healing is seeking an Administrative Assistant for the Mille Lacs agency in Onamia, MN. The role provides clerical, reception, administrative, and guest relations support at the local site.

Responsibilities include document handling, file maintenance, scheduling, calendar management, and customer service for clients and families visiting the agency. Must have high school diploma, 1 year of admin experience, a valid driver’s license, and be able to pass a DHS background check.

Qualifications

• High School Diploma or equivalent.
• 1 year of experience providing administrative, office, or clerical support.
• Valid driver’s license required and compliant with state regulations.
• Must pass DHS criminal background check.
• Must be at least 21 years old.

Responsibilities

• Performs daily administrative functions and general office duties including document creation, editing, filing, copying, faxing, and email correspondence.
• Maintains confidential client files and manages new/closed files.
• Sorts and processes documents, forms, reports, and meeting materials for the agency or programs.
• Ensures promotional materials are available and updated; orders and stocks materials within budget.
• Schedules staff and leadership communications; manages calendars and invites for meetings.
• Maintains office equipment and supplies; processes online purchases within budget.
• Handles incoming/outgoing mail and packages; distributes and posts daily mail.

Education

High School Diploma

Job description

Description

Nexus Family Healing is hiring an Administrative Assistant for our Mille Lacs agency in Onamia, MN!

Nexus Family Healing offers trauma-informed, family-centered, nationally recognized treatment for boys, ages 10-19, with significant mental health issues and harmful sexual behaviors. We strive to provide the best quality care for our youth as well as our employees. Nexus treatment programs have been creating brighter futures for over 50 years.

At Nexus Family Healing, we embrace diversity, promote equity, and foster inclusion. As a national mental health organization, we serve a diverse group of youth and families, and we strive for our workforce to support and represent that diversity.Employees must have the ability to build strong relationships with diverse individuals or communities and understand their unique needs and challenges. Must be open to meeting the cultural needs of individuals or communities, considering factors such as language, traditions, and values.

Schedule/Pay:

• Monday-Friday 8am-4:30pm
• Hourly range $19-$23 an hour

Address:

407 130th Avenue S.

Onamia, MN 56359

Nexus’ Comprehensive Benefits Include:

• Four weeks paid time off (PTO) in the first year of employment
• Multiple options for health insurance coverage
• No-cost life insurance
• Short/long-term disability insurance
• 401k match
• NEW – Talkspace Therapy Benefit for the whole family
• NEW – Hinge Health Benefit for the whole family
• NEW – Carrot Fertility Benefit
• Tuition assistance and training opportunities
• Advancement pathways and internal promotion
• And much more!

Position Summary:

Our Administrative Assistant provides clerical, reception, administrative, and guest relations support within the assigned Nexus Family Healing agency. Each position will perform a variety of administrative and support functions for one or more program areas and will serve as the first point of contact for Nexus Family Healing clients and families who visit the respective Agency.

Responsibilities:

Administrative & Clerical Support

• Performs daily administrative functions and general office duties, including Word document creation, editing, saving files, copying, faxing, and responding to internal and external email communications.
• Maintains confidential client files by opening new client files and closing files at the time of maturity.
• Types, formats, edits, revises, proofreads, and processes a variety of documents, forms, reports, memos, agendas, meeting minutes, and reports for the assigned agency or program(s).
• Ensures agency informational and promotional materials are available, accessible, and used, in an effort to promote the program to all who visit; proactively orders and stocks new materials as applicable by the agency.
• Drafts, edits, and cascades various agency communications to employees and leadership; maintains a calendar of communications to be sent and deploys weekly and monthly communications as needed.
• Assesses leadership schedules and sends calendar invites for staff and leadership meetings.
• Maintains office equipment and program supplies; identifies agency and program items needed and carries out online purchases that may include office supplies, snacks, etc., within a specified budget.
• Receives and signs for incoming mail and packages; distributes mail and packages throughout the agency, and prepares outgoing mail each day and transports mail to the post office as needed.

Program Operational Administration

• Initiates pre-established reports for one or more departments; formats reports according to program specifications, enters data into spreadsheets, and sends reports to intended recipients.
• Schedules client and family appointments with providers and sends out appointment confirmations; prepares and delivers information and documentation to providers leading up to and after client appointments.
• Supports the agency by tracking and maintaining client information as applicable.
• Attends and participates in various programs and agency committees.
• Maintains client treatment dates and paperwork, ensuring documentation is completed and safely stored (as applicable).

Client & Guest Relations

• Provides consistent, exceptional client service by greeting and communicating with clients in a pleasant, respectful and receptive manner that emulates Nexus’ ICARE values.
• Responds to client inquiries and questions relating to the agency, program, and registration process; assists clients with documentation and information required for client registration and discharge.
• Assists clients with the sign-in and registration process and ensures client intake paperwork (as applicable) is completed and recorded in the client’s electronic file as directed by program leadership or as applicable.
• Greets clients and families upon entering the agency; asks facilitative questions to determine how to best serve the client and ensure they are connected to the appropriate care professional.

Agency Policy, Procedure & Confidentiality

• Attends staff meetings and required training sessions required by Nexus; understands and supports the Nexus philosophy, Mission, and treatment modalities.
• Ensures the confidentiality and integrity of Nexus Family Healing information, including client and family confidentiality, staff information, case reviews, if applicable, and client recommendations.
• Understands and adheres to all Nexus Family Healing policies and procedures.

Requirements

Required Education and Licensure:

• High School Diploma
• 1 year of experience providing administrative, office, or clerical support to one functional area.
• Valid driver’s license required. Must meet state regulating agency and Home Office driving requirements
• Must successfully pass a DHS criminal background check
• Must be at least 21 years old

Work Environment:

This job operates in a professional office environment. Therefore, this role routinely uses standard office equipment such as desktop and/or laptop computers, photocopiers, and smartphones.

At Nexus Family Healing, our voices and actions are focused on recognizing, affirming and respecting people of every race, ethnic background, socio-economic status, sexual orientation, gender expression and faith.

Our ICARE Values:

• Innovation: Leading the way and implementing creative, cutting-edge ideas and approaches
• Compassion: Listening, honoring differences, and showing respect, kindness, empathy care, and concern
• Agility: Exhibiting flexibility and adapting quickly
• Responsiveness: Being quick, positive, and accurate
• Excellence: Demonstrating quality results that surpass ordinary standards