Position Summary
The Office Administrator is responsible for the day-to-day administrative operations of Navigating Recovery of the Lakes Region (NRLR). This position plays a primary role in ensuring that office and administrative functions are organized, coordinated, and completed efficiently to support the organization’s programs, staff, participants, and community partners.
As a Recovery Community Organization, NRLR is committed to creating a welcoming, supportive, inclusive, and judgment-free environment for individuals seeking support for their own substance use or that of a loved one. The Office Administrator is often one of the first points of contact for participants and visitors and therefore plays an important role in creating a positive and welcoming experience.
Please note: This position is not intended for individuals seeking the 500 hours of experience required to become a Certified Recovery Support Worker (CRSW).
Essential Responsibilities
Office Operations
- Open and close the center Monday through Friday, 9:00 a.m.–5:00 p.m., as assigned.
- Complete daily opening and closing procedures, including:
- Putting out and bringing in exterior signage.
- Turning lights and air purifiers on and off.
- Opening and closing windows as appropriate.
- Ensuring computers and other equipment are properly shut down.
- Ensuring doors are appropriately unlocked and locked.
- Completing other routine opening and closing tasks.
- Maintain a clean, organized, safe, and welcoming office environment.
- Monitor general office operations and address routine administrative needs as they arise.
- Track office supplies and maintain adequate inventory.
- Oversee routine office and facility maintenance needs, including coordination of HVAC service, fire extinguisher inspections, snow removal/plowing, lawn care, and other vendors or services.
- Report facility, safety, technology, or maintenance concerns to the Executive Director promptly.
Reception and Participant Support
- Welcome participants, visitors, volunteers, community partners, and other guests in a friendly, professional, and non-judgmental manner.
- Assist participants with intake paperwork and direct them to the appropriate staff member or resource.
- Answer incoming telephone calls and respond to general office inquiries.
- Respond to general office email and correspondence in a timely and professional manner.
- Schedule participant appointments and make appointment reminder calls as needed.
- Provide general information about NRLR programs, services, meetings, and community resources while maintaining appropriate boundaries and confidentiality.
Records and Administrative Support
- Organize and maintain office files and records in accordance with NRLR policies and applicable confidentiality requirements.
- Maintain participant records and administrative documentation.
- Organize Medicaid billing documentation and assist with administrative requirements related to Medicaid billing.
- Coordinate with the organization’s third-party Medicaid biller as needed.
- Organize and maintain treatment, housing, benefits, and other intake packets and applications.
- Assist with data entry and administrative tasks within RecoveryLink and other organizational systems, as assigned.
- Maintain confidentiality of participant, employee, financial, and organizational information.
Administrative and Financial Support
- Provide administrative support to the Executive Director and other staff as needed.
- Assist with budgeting, bookkeeping procedures, expense tracking, and other administrative financial tasks as assigned.
- Assist with maintaining accurate records and documentation for organizational operations.
- Support colleagues with administrative tasks and special projects as needed.
Volunteer and Community Service Coordination
- Coordinate and maintain schedules for volunteers and community service participants.
- Provide orientation regarding office expectations, confidentiality, and appropriate conduct.
- Track volunteer and community service participation and hours as required.
- Communicate with staff regarding volunteer and community service needs and schedules.
Compliance and Staff Support
- Assist with tracking staff supervision hours and other required administrative documentation.
- Complete or assist with monthly LEIE (List of Excluded Individuals/Entities) checks as required.
- Assist with maintaining documentation related to required staff training and compliance.
- Support organizational policies and procedures related to confidentiality, ethics, safety, and participant rights.
- Assist colleagues with administrative needs whenever necessary to support the effective operation of NRLR.
Required Qualifications and Skills
- Friendly, positive, welcoming, and non-judgmental attitude.
- Commitment to treating all individuals with dignity, respect, and without discrimination.
- Ability to maintain appropriate professional boundaries in a recovery community organization setting.
- Strong organizational skills and attention to detail.
- Ability to multitask, prioritize responsibilities, and manage time effectively.
- Excellent verbal and written communication skills.
- Ability to work independently while also functioning effectively as part of a team.
- Proficiency with, or ability to quickly learn, a variety of computer software and technology, including:
- Microsoft Office Suite (Word, Excel, PowerPoint)
- Adobe
- RecoveryLink
- Zoho Workplace
- Other databases, electronic health records, and office software as needed.
- Ability to handle confidential information appropriately and maintain strict confidentiality.
- Ability to interact professionally with individuals from diverse backgrounds and with varying needs.
- Knowledge of or willingness to learn New Hampshire community resources and public benefit systems.
Preferred Knowledge and Experience
- Experience in office administration, reception, customer service, nonprofit administration, healthcare, behavioral health, social services, or community-based organization, or a related field.
- Knowledge of NH EASY and New Hampshire public assistance programs.
- Familiarity with NH Medicaid Managed Care Organizations (MCOs).
- Knowledge of Medicaid Presumptive Eligibility.
- Experience working with Medicaid billing or third-party billing systems.
- Familiarity with recovery-oriented systems of care and multiple pathways of recovery.
Required Training
Prior to beginning the position, or as soon as possible after starting, the employee will be required to complete the following training:
- 6 hours of Ethics
- 6 hours of Suicide Prevention
- 3 hours of Co-Occurring Substance Use Disorder and Mental Health
- 6 hours of Substance Use Disorder and Recovery / CRSW Performance Domains
Additional training may be required based on organizational policies, funding requirements, or changes in applicable regulations.
Confidentiality and Professional Standards
The Office Administrator will have access to confidential participant, employee, financial, and organizational information. The employee is expected to comply with all NRLR confidentiality policies and applicable federal and state requirements, including HIPAA and 42 CFR Part 2, when applicable.
The employee is expected to consistently demonstrate professionalism, respect, cultural humility, appropriate boundaries, and a commitment to NRLR’s mission and values.
Physical and Work Environment Requirements
- Ability to work in an office/community-based environment and perform routine office and administrative duties.
- Ability to sit, stand, walk, bend, reach, and move throughout the office during the workday.
- Ability to lift and carry routine office supplies and materials.
- Ability to perform opening and closing duties and respond to routine facility needs.
- Ability to work effectively in an environment that may include individuals experiencing a variety of personal, social, or substance-use-related challenges.
Disclaimer
This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Duties and responsibilities may be modified as organizational needs change.
Pay: $24.50 - $30.00 per hour
Benefits:
- Employee assistance program
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
People with a criminal record are encouraged to apply
Work Location: In person
