Office Assistant

Overview

Horizon Services, Inc. (HSI) is a nonprofit established in 1974 that offers addiction treatment with the goal of reducing substance use and mental health related challenges for people from all walks of life, including those from some of the most disenfranchised and marginalized communities. We practice our values of Integrity, Respect, Professionalism, and Compassion to provide youth prevention, youth and adult outpatient, sobering programs, withdrawal management, and co-occurring capable residential programs to support the well-being of women, men, youth, LGBTQIA+, and BIPOC clients to live healthy, fulfilling and constructive lives.

HSI is an inclusive workplace and a learning community where our collective experiences enrich each other’s growth.

Job title:
Office Assistant

Location:
Gateway Medical Sobering

The Office Assistant provides crucial administrative and operational support to ensure the smooth and efficient functioning of the Program. Key responsibilities include managing the reception area, handling communications, scheduling, and performing accurate data entry while strictly maintaining client confidentiality. The role also involves overseeing facility supplies and vendors and providing reliable assistance to clinical and program staff. Ultimately, this position is vital for maintaining a safe, organized, and welcoming environment that facilitates effective service delivery for all clients.

In this role, you’ll make a difference in the lives of people with substance abuse challenges, and often with co-occurring conditions. You’ll use and grow your skills in compassionate care, crisis intervention and de-escalation, in a supportive and inclusive work environment. You’ll have the opportunity to provide our community with substance abuse treatment to help people who are just discovering possibilities in their journey, going from a place of hopelessness to a place where they are valued and have the potential for a better life.

• Manage incoming and outgoing calls, emails, and mail, directing inquiries appropriately and providing information with professionalism and empathy.
• Greet clients and visitors, managing the reception area to ensure a welcoming and organized environment.
• Schedule appointments, client transportation, or other necessary arrangements.
• Maintain and organize physical and electronic filing systems, ensuring accuracy and confidentiality.
• Perform data entry for client information, service utilization, and other program-related metrics.
• Prepare, copy, and distribute documents, reports, and materials for staff and clients.
• Assist with the creation and maintenance of internal communications, such as memos or newsletters.

• Support the Program Manager with the procurement of facility supplies, including medical and office supplies, by assisting with inventory checks, order preparation, and receiving deliveries.
• Oversee custodial services, ensuring cleaning schedules are maintained and addressing any facility cleanliness issues with vendors.
• Ensure vendor linkages are maintained for facility services (e.g., custodial, maintenance, deliveries), acting as a point of contact and coordinating service calls as needed.
• Monitor and maintain inventory of office supplies, forms, and program materials, reordering as necessary.
• Assist with basic troubleshooting of office equipment (copiers, printers, etc.) and coordinate repairs when needed.
• Handle other operational support duties as assigned to ensure the smooth functioning of the center.

• Assist clinical and program staff with administrative tasks to facilitate efficient service delivery.
• Help prepare materials for client groups or educational sessions.
• Provide non-clinical assistance to clients, such as offering basic information about center processes or connecting them with appropriate staff members.
• Contribute to maintaining a safe, respectful, and supportive environment for all clients and staff.
• Adhere strictly to confidentiality policies (e.g., HIPAA) and…