Administrative Assistant - St. Louis, MO

Who is Gateway Foundation?

Gateway Foundation, Inc. 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. Operating through its Community Services, Corrections Divisions, and Corporate Headquarters, the organization is recognized for innovative, effective treatment approaches and maintaining high standards.

Discover a rewarding career where you can find both personal and professional fulfillment while aligning your values with your work. You'll have the opportunity to make a meaningful impact by aiding individuals in overcoming addiction. We pride ourselves on being an organization that values you and strives to be an employer of choice, fostering a vibrant culture that promotes teamwork and professional growth.

Your voice matters here; we actively listen to and value our employees' thoughts, allowing you to be part of organizational decisions. Join Gateway Foundation today and become part of a team dedicated to making a positive difference in the lives of others.

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

Monday – Friday

• M‑Th 8:30 – 5 pm, Fri 8:30 – 3 pm, with one later evening until 7 pm (or otherwise 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, and notifies appropriate personnel, or records messages.
• Delivers exceptional customer service by responding promptly, professionally, and accurately to customer inquiries, ensuring a positive and solution‑focused experience.
• Composes and types various materials and documents including correspondence, memos, forms, tables, records and charts from rough drafts, general directions, or dictation using standard computer word processing, database and spreadsheet applications. Proofreads and edits final draft materials for accuracy, consistency and clarity.
• Compiles data from a variety of sources such as logs, lists, invoices and treatment records, and prepares regular summary reports for use by supervisors in monitoring and tracking income, expenses and contract compliance.
• Responsible for administering or processing routine financial transactions such as petty cash, bank deposits, receipts, ledgers, client personal funds, pass money, and so forth.
• Depending on the area assigned, may assist in processing billings by logging and coding treatments and services, recording treatment hours, or entering required information into records and databases.
• Maintains record‑keeping and filing systems including records related to clients, personnel, payroll, attendance, work and purchase orders, and so forth.
• Completes requisitions for approved office supplies, and standard department/center inventory as requested. Accepts receipts and invoices for non‑routine expenditures, and obtains necessary authorizations for payment.
• Schedules meetings and appointments. Makes routine travel and conference arrangements as directed.
• Serves as administrative liaison between assigned program or department and central offices and services by gathering and exchanging information related to operational, budget, payroll or personnel issues and procedures.
• Performs a variety of general office and administrative duties such as photocopying and assembling documents, sorting and distributing mail and faxes, storing office supplies, processing time cards for payroll, recording and typing meeting minutes, and so forth.
• Depending on the area assigned, may provide client services such as assisting clients with completing forms and applications for insurance or public assistance, verifying treatment funding source or…