Program Administrative Assistant

Work where you matter! Make a difference at our Duluth campus as an Administrative Assistant.

Mn Adult & Teen Challenge is a leader in the recovery community offering a broad spectrum of treatments services and recovery programs for men women and teens across Minnesota. As a part of our team youll find a workplace with strong values invested managers and supportive coworkers as well as numerous awards including Newsweeks Best Addiction Treatment Center and six time recipient of the Star Tribunes Top Work Places.

Essential duties and responsibilities:

Administration

• Answers phones emails and voicemails
• Maintains adequate supplies of policy manuals client handbooks client forms and other materials
• Prepares and distributes forms and other documents

Client Accounts

• Supervises deposits and withdrawals from client accounts
• Receives client account money from recovery coaches and submits to the accounting department
• Provide monthly audit of the client accounts to the accounting department
• Takes care of all client funds requests and notifies clients of required copays associated with requested appointments and medications
• Deposits/withdraws funds from the bank as needed completes all required forms and other documentation pertaining to client funds and accounts
• Processes prescription receipts and manages pharmacy invoices

Client Appointments

• Assists clients in making arrangements for required legal appointments and passes
• Assists manager in approving and scheduling mentor meetings
• Schedules meetings between clients and the manager as needed
• Enters client work schedules transition related appointments and mentor meetings in the database as well as other nonmedical external appointments
• Ensures ROIs are properly completed and entered in the database for any people whom communication is required with to coordinate the aforementioned appointments

Program Operations

• Enters client passes into the database after manager approves
• Processes client correspondence list requests
• Distributes evaluations
• Documents client behavioral issues in the database
• Assigns client chores and updates/sends/posts chore lists
• Completes regular room and client area inspections

Client Recreation Activities

• Researches potential client recreational outings and plans them after approved by the manager
• Keeps monthly programming and activities calendar uptodate and communicates necessary info to clients and staff
• Maintains an inventory of all recreation equipment
• Ensures equipment is maintained in good working condition and reports issues to maintenance
• Tracks equipment usage to prevent loss and notifies the manager as issues arise
• Submits purchase requests for recreation equipment to the manager
• Updates the media board with appropriate reminders of upcoming events and MnTC guidelines

Client Affairs

• Handles client business calls
• Assists clients with issues they need help with (i.e. bills taxes phone calls)

Other

• Fills in for the program manager and program supervisor as needed during times of PTO
• Takes notes at manager and other program related meetings as needed
• Other duties as assigned by manager or senior management

Personnel Supervised

• None

Minimum Qualifications

• Associate degree or equivalent experience
• Excellent written and verbal communication skills
• Very well organized
• Ability to manage multiple tasks with competing deadlines
• Database spreadsheet and word processing computer skills
• Ability to maintain professional standards of conduct and appearance with coworkers and the public
• Possession of a valid drivers license and a clean driving record that will be accepted by this organizations vehicle insurance carrier
• Documented minimum two years freedom from chemical use problems (including tobacco drugs alcohol)

Target Compensation (Negotiable based on Qualifications):

$18.00$19.00 per hour

Our robust benefits package includes medical HSA dental vision PTO dependent care FSA disability life insurance and 403b retirement plan for all full time employees.

We seek to recruit develop and retain the most talented people from a diverse candidate pool in order to successfully meet our mission of helping every Minnesotan find help and healing from addiction.

Mn Adult & Teen Challenge is an Equal Opportunity Employer and does not discriminate based on any category protected by federal state or applicable laws.

Reasonable accommodation is provided upon request.