ATR Administrative Support

Gavin Foundation, Inc.; Boston (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

Gavin Foundation, Inc. is seeking an ATR Administrative Support to handle vouchers, billing, and document control for the ATR Program under BSAS. The role processes payments, maintains financial records, and ensures compliance across counties.

Key responsibilities include processing vouchers, preparing payments, and coordinating with vendors and couriers. The position requires accuracy, confidentiality, and ability to work in a multidisciplinary team. Bilingual English/Spanish is encouraged.

Qualifications

• High school diploma or GED and prior professional office experience.
• Valid MA driver's license.
• Ability to pass MA CORI and Drug Testing.
• Familiarity with billing systems, data entry, and financial software (QuickBooks, Excel).
• Strong time management and multitasking abilities.
• Ability to maintain confidentiality with sensitive client data.
• Able to work independently and in a multidisciplinary team.
• Bilingual English/Spanish encouraged.

Responsibilities

• Process vouchers and verify information for accuracy and compliance.
• Prepare and upload Positive Pay files for security.
• Assemble payment packets with checks and consents.
• Maintain vendor/participant consent forms.
• Prepare checks for daily disbursement with required signatures.
• Manage envelopes and coordinate courier pickups.
• File receipts, vouchers, and supporting documentation.
• Organize and deliver envelopes; coordinate courier pickups.
• Retrieve ATR documents and file receipts and vouchers.
• Review attendance records weekly and report discrepancies.
• Review tuition invoices for accuracy and payment approvals.
• Maintain records of shopping vouchers and receipts.
• Document and file all shopping voucher transactions.
• Void unclaimed checks after two weeks and close vouchers.
• Update Finance and Career Services trackers for reporting.
• Assist with monthly reconciliation of ATR billing and payments.
• Enter bills and prepare payments in QuickBooks.
• Attach check stubs to vouchers and ensure documentation.
• Maintain records of Charlie Card and MBTA passes.
• Provide admin support and participate in cross-training.
• Perform other related duties.

Skills

Time management

Multitasking

Confidentiality

Verbal & Written communication

Team collaboration

Bilingual English/Spanish

Education

High school diploma or GED

Tools

QuickBooks

Excel

Billing software

Job description

JOB TITLE: ATR Administrative Support

REPORTS TO: ATR Director

SUMMARY OF POSITION: The Access to Recovery (ATR) Administrative Support role provides administrative and financial support for the ATR Program, a Bureau of Substance Addiction Services (BSAS) initiative through the Massachusetts Department of Public Health. The ATR Program provides individuals with access to substance use treatment and recovery support services. The ATR Admin Support is responsible for processing vouchers, managing billing activities, preparing payments, maintaining financial records, and ensuring accurate documentation for services provided across multiple counties served by Gavin Foundation.

PRIMARY RESPONSIBILITIES:

Voucher and Check Processing

• Sort, copy, and organize vouchers generated through the ATR data management systems (DOMO/RedCap).
• Create and match vendorparticipant consent forms using approved templates, ensuring complete and accurate documentation.
• Verify voucher information for accuracy and compliance prior to processing.

Check and Envelope Management

• Assemble participant payment packets, including checks, vouchers, and required consent forms.
• Prepare and upload Positive Pay files to the bank portal to ensure payment security and accuracy.
• Prepare checks for daily disbursement and obtain required signatures in accordance with organizational procedures.

Career Services Programs Processing

• Organize, address, and prepare envelopes for delivery, coordinating pickups with courier services as needed.
• Retrieve ATR documents from program offices and ensure all receipts, vouchers, and supporting documentation are properly filed.
• Review participant attendance records in DOMO on a weekly basis and report absences or discrepancies to the ATR Director and ATR Coordinator.
• Review tuition invoices for accuracy and obtain appropriate approvals prior to payment processing.

Shopping Voucher Billing

• Maintain organized and accurate records of shopping vouchers, receipts, and supporting documentation after voucher closure in DOMO/RedCap.
• Ensure all shopping voucher transactions are properly documented and filed.

Weekly and Monthly Financial Administration

• Void unclaimed checks that remain outstanding for more than two weeks and process voucher closures accordingly.
• Maintain and update the Finance Tracker and Career Services Tracker to ensure accurate financial reporting and recordkeeping.
• Assist with monthly reconciliation of ATR billing and payment records as assigned.

Billing Support and Cross-Training

• Enter bills and prepare payments in QuickBooks, ensuring accuracy and consistency with voucher records.
• Attach check stubs to corresponding vouchers and verify that all required documentation is complete and compliant.
• Maintain detailed records of Charlie Card and MBTA pass distributions, including serial numbers and participant information in Excel.
• Provide administrative support to ATR staff as needed and participate in crosstraining activities to ensure continuity of operations.
• Perform other related duties as assigned.

REQUIREMENTS:

• Highschool diploma or GED, previous experience in a professional office setting.
• Must possess a valid MA driver’s license.
• Must be able to pass MA CORI and Drug Testing requirements
• Demonstrated understanding of, and committed to adhering to, federal and state policies (42 CFR Part 2, HIPAA)
• Candidates with lived expertise are encouraged to apply, if in recovery, must have two years of continuous sobriety
• Familiarity with billing systems, data entry, and financial software (e.g., QuickBooks, Excel).
• Strong time management skills and ability to multitask effectively.
• Demonstrated ability to maintain confidentiality and work with sensitive client data.
• Ability to work independently and as part of a multidisciplinary team.
• Bilingual (English/Spanish) applicants are strongly encouraged to apply.

DESIRED SKILLS:

• Strong organizational skills and attention to detail
• Effective verbal and written communication
• Strong Microsoft Software skills, specifically Excel
• Team collaboration and independent problemsolving
• Adaptability and flexibility in a fastpaced environment
• Commitment to diversity, equity, and consumerdirected care

PHYSICAL REQUIREMENTS:

• Regularly required to sit, talk, hear, walk, and use hands for repetitive tasks.
• Occasionally required to lift and carry up to 10 pounds.
• Must be able to operate standard office equipment and maintain focus in a busy office environment.

SCHEDULE: Monday-Friday 8am-4pm