Administrative Assistant - St. Louis, MO

Overview

Gateway Foundation is a national non-profit dedicated to helping individuals with substance use and mental health disorders. Established in 1968, Gateway provides essential tools and knowledge for recovery, positively impacting hundreds of thousands of lives. The organization operates through its Community Services, Corrections Divisions, and Corporate Headquarters, and is known for innovative, effective treatment approaches and high standards.

Why join us?

Discover a rewarding career where you can find both personal and professional fulfillment while aligning your values with your work. You will have the opportunity to make a meaningful impact by aiding individuals in overcoming addiction. We value our employees and strive to be an employer of choice, fostering a culture that promotes teamwork and professional growth. Your voice matters here;

we listen to and value our employees’ input, helping shape organizational decisions. Join Gateway Foundation today and contribute to making a positive difference in the lives of others.

Location: St. Louis Outpatient – 1430 Olive Street, Suite 300, St. Louis, MO 63103

Work Schedule: Monday – Friday

• M-Th 8:30 – 5:00, Fri 8:30 – 3:00, with one later evening until 7:00 (or flexing to create 40 hours)

The Administrative Assistant I provides office and administrative support within a substance use treatment and behavioral healthcare environment, serving as the first point of contact for clients, staff, and visitors. This role requires professionalism, attention to detail, and a compassionate approach that aligns with Trauma‑Informed Care principles.

• Receives and screens visitors and telephone calls, notifies appropriate personnel, or records messages.
• Delivers exceptional customer service by responding promptly, professionally, and accurately to inquiries, ensuring a positive and solution‑oriented experience.
• Composes and types a variety of materials and documents including correspondence, memos, forms, tables, records and charts from rough draft or dictation; uses standard computer word processing, database and spreadsheet applications. Proofreads and edits final draft materials for accuracy, consistency and clarity.
• Compiles data from various sources and prepares regular summary reports for supervisors to monitor income, expenses, and contract compliance.
• Administers or processes routine financial transactions such as petty cash, bank deposits, receipts, ledgers, client personal funds, and related items.
• May assist in processing billings by logging and coding treatments and services, recording treatment hours, or entering information into records and databases.
• Maintains recordkeeping and filing systems including records related to clients, personnel, payroll, attendance, and purchase orders.
• Completes requisitions for approved office supplies and standard department/center inventory; processes receipts and invoices for non-routine expenditures with necessary authorizations.
• Schedules meetings and appointments; makes routine travel and conference arrangements.
• Serves as administrative liaison between the program/department and central offices by exchanging information related to operational, budget, payroll or personnel issues.
• Performs general office duties such as photocopying, mail handling, filing, and preparing meeting minutes.
• Depending on area assigned, may provide client services such as assisting clients with forms/applications for insurance or public assistance, verifying treatment funding or insurance coverage, maintaining case files, and scheduling appointments.

• High School Diploma or GED
• One (1) year of administrative, clerical or office operations experience
• Trauma-Informed Care awareness with the ability to interact compassionately and respectfully with individuals receiving substance use and behavioral health services

• Ability to communicate with others to gather and exchange information
• Ability to respond to telephone inquiries, proofread, and verify data from printed forms and computer displays
• Ability to use a keyboard and…