SATS Administrative Assistant

The Salvation Army Southern California; Anchorage (AK); On-site; USD 30,000 - 50,000; Full time

Job summary

The Salvation Army Southern California is looking for a dedicated administrative support staff for the SATS programs. The role demands strong organizational skills along with proficiency in Microsoft Office. Responsibilities include data management, materials ordering, and support for clinical staff.

Applicants must have a high school diploma and three years of clerical experience. The position is full-time with various administrative duties to assist in providing substance abuse treatment services.

Qualifications

• Three years of successful experience in clerical and data entry work.
• Must be able to pass ADOC background check and PREA screening.
• Ability to work in a fast-paced environment.

Responsibilities

• Provide essential administrative support services to SATS Clinical Manager.
• Maintain the information management system and perform data entry.
• Order all materials for SATS programs.

Skills

Detail oriented

Organizational skills

Communication skills

Microsoft Office Suite

Data entry

Education

High school diploma or equivalency

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

AKAIMS

Job description

General Statement

The Salvation Army is a branch part of the Christian Church and the ultimate goal of all programs is spiritual regeneration of all people. Corps/Department: Salvation Army Clitheroe Center/ADOC SATS Program. Reports To: SATS Clinical Manager. FLSA Status: Full Time/40 hours per week; Non-Exempt. The length of the contract will be from the date of award, approximately 12/1/2020 through 6/30/2021 with optional renewal periods to be exercised at the sole discretion of the State up to 6/30/2023. Continuation of position is contingent upon the successful renewal of the contract for each period.

Education and Work Experience

• High school diploma or equivalency; some additional education or training to perform clinical and clerical functions.
• Three years of successful experience in clerical and data entry work.
• Must be able to pass ADOC background check and PREA screening.

Requirements

• Proficiency in using general office equipment, Microsoft Office Suite, AKAIMS databases, and report-generating programs.
• Detail oriented, organized, and able/willing to maintain strict confidentiality.
• Ability to work with a minimum of supervision.
• High level of accuracy required.
• Ability to work in a fast-paced environment, maintain poise under pressure and successfully communicate with a wide range of personalities.

Software-related Skills

• Microsoft Word, Microsoft Excel, Microsoft Outlook, and AKAIMS required; working knowledge of integrated database applications and ability to use new software programs with basic training.

Essential Functions

• Provide essential administrative support services to SATS Clinical Manager, Coordinators, and Counselors in all SATS programs.
• Maintain the information management system and perform data entry in a variety of applications, specifically AKAIMS.
• Oversee the SATS clinical client records and ensure the delivery of original records to ADOC as required.
• Prepare all required ADOC reports.
• Order all materials for SATS programs, including curriculums and materials, office supplies, etc.
• Track Alaska State Chemical Dependency Certification for all SATS employees, including continuing education.
• Assist Intake Coordinator in the HR processing and tracking for all SATS employees, including orientation, training, and continuing.
• Assist Intake Coordinator to accept contract payments, give receipt, and prepare appropriate documentation for the Finance Department.
• Assist Intake Coordinator to prepare deposit to the bank and arrange for deposits to be taken to the bank by other designated employees; forward documentation of deposits to the Finance Department.
• Build and maintain positive professional relationships with all other disciplines within the organization.
• Work on special projects as directed by the supervisor.
• Perform general office duties, including photocopying, typing, answering the telephone, and entering data into a variety of computer applications.
• Adhere to all confidentiality regulations as well as 42 C.F.R., Part 2 and C.F.R., Parts 160 and 162 (HIPAA).
• Perform other reasonably related duties as assigned by immediate supervisor or other management as required.

Work Environment

The work environment is located in an office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills

Must be able to understand, follow and give both written and oral instructions and be able to give presentations and be comfortable with public speaking. The employee must be able to use speech and hearing for ordinary and telephone conversation.

Mathematical Skills

Must be able to perform simple calculations (addition, subtraction, multiplication and division) and apply concepts such as ratios and percentages in practical situations.

Performance Skills

Must be creative, self-motivated, organized, flexible, and possess leadership skills.

Physical Requirements

Ability to sit, walk, stand, bend, squat, climb, kneel and twist on intermittent or continuous basis. Ability to grasp, push, pull, and reach overhead. Ability to operate a telephone. Ability to lift up to 25 pounds. Ability to access and produce information from a computer. Ability to understand written information. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

ADOC Personnel Management & Religious Considerations

This job is a contract‑funded position to provide substance abuse treatment services under a contract for the Alaska Department of Corrections (ADOC). All staff must be approved by the ADOC project manager and must pass an ADOC background check, complete a PREA screening, receive a Security Clearance, agree to the ADOC Code of Ethical Conduct 202.01a, agree to the ADOC Standards of Conduct 202.15a, complete an ACOMS form and agreement, and submit a Criminal Justice Information Services Addendum prior to hire. After hire, the ADOC reserves the right to disqualify, prevent, rescind approval, or remove any staff performing work under the contract. The Salvation Army reserves the right to terminate any employee deemed unsatisfactory to the ADOC. The employee acknowledges the Salvation Army’s religious purpose and status as a church, and agrees that their work and conduct shall not conflict with or undermine the organization’s religious mission.