Administrative Assistant Supervisor

Alternatives, Inc.; Billings, Northern (MT, KY); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Life Insurance

Disability insurance

401k

PSLF eligibility

Scholarship program

Career growth

Sunshine Teams

Job summary

Alternatives, Inc. in Billings, MT seeks an Administrative Assistant Supervisor to oversee daily administrative functions, records management, reporting, billing, and compliance with federal, state, and local partners.

You will supervise support staff, hire and train, manage schedules, and ensure policies and service standards are followed. A Bachelor's degree with 2 years admin experience or a HS diploma with 3+ years and supervisory experience is required.

Qualifications

• Bachelor’s degree with 2 years of admin experience or HS diploma with 3+ years and 1 year supervisory experience.
• Strong written and verbal communication, accurate spelling, and typing speed of at least 60 WPM.
• Experience organizing and maintaining records, files, and administrative systems.
• Strong interpersonal skills and the ability to work with staff, supervisors, and the public.
• Proficiency with standard office equipment and a valid driver’s license.
• Must pass federal drug testing and background check.

Responsibilities

• Oversee daily administrative functions, records management, reporting, billing, and compliance with federal, state, and local partners.
• Manage client and federal offender documentation, ensure timely submission of reports and audits, maintain office systems and equipment, and provide operational support to the Director.
• Supervise administrative support staff, including hiring, training, performance management, scheduling, and team development, while ensuring agency policies and service standards are maintained.
• Support Passages operations by coordinating with federal, state, and local criminal justice partners.
• Collaborate with the Director and Passages team to maintain high-quality administrative services.

Skills

Communication skills

Typing 60 WPM

Record keeping

Interpersonal skills

Office equipment

Valid driver’s license

Education

Bachelor’s degree + 2 years admin exp incl 1 year supervisory

High school diploma + 3+ years admin exp + 1 year supervisory

Job description

Job Details

Job DetailsLevel: ManagementJob Location: Passages - BILLINGS, MT 59101Position Type: Full TimeEducation Level: High SchoolSalary Range: $25.00 HourlyJob Shift: DayJob Category: Admin - ClericalWe are hiring - Administrative Assistant SupervisorStarting Wage

Salary: The starting wage for the position is $25.00/hour, consideration will be made for experience and educational background.

Job Type

Full-Time, Non-Exempt

Schedule

Standard Hours: Days (flexible 8-hour schedule between 8am-5pm) Monday-Friday

Training

Orientation: Alternatives provides thorough orientation and training for all new staff. You can expect a one-week orientation, where you will learn all about Alternatives and be prepared for your role. This first week is scheduled from 9 AM to 5 PM at our Alternatives Training Center.

To be a successful Administrative Assistant Supervisor (AAS), you will need the following skills and qualifications:

• Bachelor’s degree plus 2 years of administrative experience (including 1 year of supervisory experience), or high school diploma plus 3+ years of administrative experience and 1 year of supervisory experience.
• Strong written and verbal communication skills, accurate spelling, and typing speed of at least 60 WPM.
• Experience organizing and maintaining records, files, and administrative systems.
• Demonstrated strong interpersonal skills and the ability to work effectively with staff, supervisors, and the public.
• Proficiency in operating standard office equipment, including copiers, fax machines, postage meters, and multi-line telephone systems.
• Valid driver’s license required.
• Must be able to pass federal drug testing requirements and a background check.

What Will You Do in This Position?

This Administrative Assistant Supervisor supports the daily operations of Passages by overseeing administrative functions, records management, reporting, billing, compliance requirements, and coordination with federal, state, and local criminal justice partners. Responsibilities include managing client and federal offender documentation, ensuring timely submission of reports and audits, maintaining office systems and equipment, and providing operational support to the Director. The role also supervises administrative support staff, including hiring, training, performance management, scheduling, and team development, while ensuring agency policies, procedures, and service standards are consistently maintained.

About the Team

Join a close-knit and highly valued Administrative Support Team at Passages, consisting of two Administrative Support staff and an Intake Coordinator. This experienced team provides the operational foundation that keeps the program running smoothly and is looking forward to partnering with a new supervisor who can provide leadership, support, and fresh perspectives. You'll work closely with the Passages Director, whose 20-year tenure with the organization reflects a deep commitment to the mission, the staff, and the people we serve.

Benefits and Perks

We offer a comprehensive benefits package for employees working 30+ hours per week, starting the first of the month, after 60 days of employment:

• Medical: Employer pays $532.23 toward employee coverage. Additional plans for children and family are available at employee cost.
• Dental: Employer pays 100% of employee-only coverage. Affordable coverage for children and families is available at employee cost.
• Vision: Affordable plans are available for employees, children, and families at a low cost.
• Life Insurance: The agency provides a $25,000 coverage plan for all benefit-eligible employees. Additional employee-paid supplemental plans available.
• Short-and-Long-term Disability: 100% employer-paid coverage for employees.
• 401k/Retirement Plan: Employees are eligible for 401k contributions after one year of employment and 1,000 hours worked. Employer profit sharing is eligible annually, based on board approval.
• AFLAC: Supplemental plans are available to employees and their families at employee cost.

PTO

Accrual: Start accruing PTO from your first paycheck. Full-time (40-hour) employees with 0-2 years of employment accrue 4.65 hours per pay period, totaling 15 days a year.

Increased Accrual with Tenure: Accrual rates increase at 3 years, 5 years, and every subsequent 5-year mark, up to 25+ years.

Pro Rata Basis: Accrual rates for employees working 20-30 hours per week are on a pro rata basis.

Paid Holidays

Full-Time Employees: Enjoy 11 paid holidays.

Part-Time Employees: Employees working 20-30 hours per week also receive paid holidays on a pro rata basis.

Here are some fantastic perks of working with us

• Student Loan Forgiveness: Alternatives is a Public Service Loan Forgiveness (PSLF)-eligible employer, giving qualifying employees the opportunity to have their federal student loans forgiven while working for a nonprofit organization.
• Scholarship Program: We invest in our employees' growth through scholarship opportunities, subject to eligibility requirements, program availability, and funding.
• Career Growth: We believe in promoting from within! Many of our team members have advanced into new roles throughout their careers at Alternatives. Our CEO has been with the organization for over 40 years, and many employees have celebrated 10+ years of service.
• Sunshine Teams: Each building has a Sunshine Team dedicated to boosting morale, planning fun activities, organizing food days, celebrating employee birthdays, and other special occasions throughout the year.