Administrative Services Coordinator Purpose:

The Administrative Services Coordinator is a professional administrative position responsible for coordinating and maintaining the administrative systems necessary for the effective operation of Butte SPIRIT Homes. A wide array of duties, many of which occur annually or intermittently, include human resources administration, insurance and benefits administration, organizational compliance and licensure, financial administration, data collection and reporting, information systems, donor records, and general administrative support. The position works closely with the Executive Director, Clinical Director, Board of Directors, staff, contractors, and outside agencies to support efficient, compliant, and financially sustainable operations.

Status:

Salaried, Exempt Reports To:

Executive Director Supervises:

Administrative staff and contractors as assigned

Essential Functions:

Human Resources & Personnel Administer HR functions including hiring and onboarding, disciplinary and termination procedures, payroll, PTO, employee benefits, personnel records, unemployment, and workers' compensation. Coordinate and finalize annual employee reviews and maintain required personnel, training, certification, and background-check records. Financial Administration Work with Clinical Director and accounting personnel to resolve documentation, claim, and payment issues for clinical billing. Coordinate annual budget development and monitor expenditures for compliance with approved budgets. Process invoices and accounts payable and coordinate with accounting personnel to maintain accurate financial records. Insurance & Benefits Administer organizational insurance and employee benefit programs, including liability, property, automobile, health, dental, vision, FSA, retirement, workers' compensation, and unemployment coverage. Coordinate enrollments, renewals, claims, reporting, audits, and required records and monitor coverage and renewal requirements. Data, Reporting & Administrative Support Coordinate organizational data collection for program evaluation, regulatory compliance, quality improvement, and organizational planning. Assist the Executive Director with data collection and information necessary for grant writing, grant reporting, and development of the organization's annual report. Provide administrative support to the Executive Director and Clinical Director and maintain organized organizational records, contracts, and documentation. Licensure, Certification & Quality Management Establish, maintain, and renew required organizational licenses, certifications, registrations, and approvals, including DPHHS licensure, Recovery Residence Alliance of Montana accreditation/certification, and Butte-Silver Bow licensing. Maintain documentation necessary for compliance and coordinate preparation for licensing, certification, accreditation, insurance, and other external reviews. Maintain organizational Policies and Procedures, handbooks, administrative and clinical forms, and related documentation in coordination with the Executive Director and Clinical Director. Work with the Quality Management Committee to maintain quality-management records and the organization's Continuous Quality Improvement Plan. Information Systems & Technology Administer organizational software and information systems, including user access, passwords, subscriptions, permissions, and staff support. Coordinate technology, equipment, security, and troubleshooting with the organization's IT contractor and maintain appropriate safeguards for confidential information. Development, Communications & Organizational Support Provide administrative support to the Executive Director and Clinical Director, including correspondence, document preparation, recordkeeping, scheduling, reporting, and organizational projects. Maintain organized administrative records, contracts, policies, licenses, insurance documents, grant files, and other organizational records. Maintain donor-management software and records, record and acknowledge donations, and issue charitable contribution receipts. Maintain and update the Butte SPIRIT Homes website and provide administrative support for fundraising and development activities as assigned. Coordinate administrative communication with employees, contractors, vendors, insurers, government agencies, funders, and community partners. Identify and assist in implementing improvements to administrative systems and processes. Other duties as assigned by the Executive Director.

Required Annual Training:

The Administrative Services Coordinator is required to complete at least twenty (20) hours of training relevant to their position during each year of employment. Training may include, but is not limited to:

HIPAA/HITECH

; confidentiality and records management; Human Resources and employment practices; billing and reimbursement; grant management and reporting; nonprofit financial management; cybersecurity and information systems; quality improvement; trauma-informed care; First Aid/CPR; Conflict De-Escalation; Suicide Prevention and Intervention; and other training relevant to the position.

Working Conditions:

Approximately 90% of work is spent inside in a climate-controlled environment with background noise. Approximately 10% of work may be spent outside, in vehicles, or in other public or private buildings. The Administrative Services Coordinator works 10-30 hours per week on various days and hours as necessary to meet organizational needs and reporting deadlines. Hourly workload will be based upon the employees adaptation to training and ability to take on the entire scope of work of the position. Occasional evening or weekend work may be required. Many hours are worked independently and require the employee to manage multiple deadlines and responsibilities with limited direct supervision.

Materials and Equipment Used:

Telephone; general office supplies; computers; printers/scanners; motorized vehicles; Electronic Health Record software; accounting, payroll, donor management, grant management, website, cloud-based productivity, and other organizational software systems.

Requirements Qualifications and Skills:

Bachelor's Degree or equivalent combination of education and relevant administrative experience. Experience in nonprofit, healthcare, behavioral health, Human Resources, financial administration, or a related field preferred. Strong organizational skills with the ability to independently manage multiple responsibilities, deadlines, renewals, and reporting requirements. Excellent written and verbal communication skills and the ability to prepare clear, accurate, and professional reports and correspondence. Strong computer competency, including Microsoft Office and cloud-based organizational software. Ability to learn and administer multiple software platforms and information systems. Ability to maintain strict confidentiality regarding employee, resident, donor, financial, and organizational information. Working knowledge of Human Resources administration, employee benefits, insurance, billing, grants, budgeting, and nonprofit administration preferred. Strong attention to detail and demonstrated ability to maintain accurate records. Ability to communicate professionally and effectively with employees, residents, contractors, government agencies, insurers, funders, vendors, and community partners. Valid Driver's License.

Compensation:

Competitive hourly compensation (including major medical, dental, vision benefits, FSA & 403b, if desired) will be discussed based on experience and at the discretion of the Board of Directors. At Butte SPIRIT Center we care about the health and safety of our employees. Butte SPIRIT Center requires applicants to complete a pre-employment screening process upon receipt of an offer of employment. We require and cover the cost of a fingerprint background screening, physical, Tuberculosis test, and drug screen after an employment offer is made. Any employment offer is contingent upon receipt of all satisfactory pre-employment screenings.

Job Type:

Part-time Pay:

Up to $35.00 per hour Expected hours: 10.0 - 30.0 per week

Benefits:

Dental insurance Flexible spending account Health insurance Paid time off Professional development assistance Relocation assistance Retirement plan Tuition reimbursement Vision insurance

Work Location:

Hybrid remote in Butte, MT 59701