Administrative Assistant Supervisor

Alternatives•Billings, MT

1d•Onsite

About The Position

This Administrative Assistant Supervisor supports the daily operations of Passages by overseeing administrative functions, records management, reporting, billing, compliance requirements, and coordination with federal, state, and local criminal justice partners. The role also supervises administrative support staff, including hiring, training, performance management, scheduling, and team development, while ensuring agency policies, procedures, and service standards are consistently maintained. Join a close-knit and highly valued Administrative Support Team at Passages, consisting of two Administrative Support staff and an Intake Coordinator. This experienced team provides the operational foundation that keeps the program running smoothly and is looking forward to partnering with a new supervisor who can provide leadership, support, and fresh perspectives. You'll work closely with the Passages Director, whose 20-year tenure with the organization reflects a deep commitment to the mission, the staff, and the people we serve.

Requirements

Bachelor’s degree plus 2 years of administrative experience (including 1 year of supervisory experience), OR high school diploma plus 3+ years of administrative experience and 1 year of supervisory experience.
Strong written and verbal communication skills.
Accurate spelling.
Typing speed of at least 60 WPM.
Experience organizing and maintaining records, files, and administrative systems.
Demonstrated strong interpersonal skills and the ability to work effectively with staff, supervisors, and the public.
Proficiency in operating standard office equipment, including copiers, fax machines, postage meters, and multi-line telephone systems.
Valid driver’s license required.
Must be able to pass federal drug testing requirements and a background check.

Responsibilities

Overseeing administrative functions, records management, reporting, billing, compliance requirements, and coordination with federal, state, and local criminal justice partners.
Managing client and federal offender documentation.
Ensuring timely submission of reports and audits.
Maintaining office systems and equipment.
Providing operational support to the Director.
Supervising administrative support staff, including hiring, training, performance management, scheduling, and team development.
Ensuring agency policies, procedures, and service standards are consistently maintained.

Benefits

Medical: Employer pays $532.23 toward employee coverage. Additional plans for children and family are available at employee cost.
Dental: Employer pays 100% of employee-only coverage. Affordable coverage for children and families is available at employee cost.
Vision: Affordable plans are available for employees, children, and families at a low cost.
Life Insurance: The agency provides a $25,000 coverage plan for all benefit-eligible employees. Additional employee-paid supplemental plans available.
Short-and-Long-term Disability: 100% employer-paid coverage for employees.
401k/Retirement Plan: Employees are eligible for 401k contributions after one year of employment and 1,000 hours worked. Employer profit sharing is eligible annually, based on board approval.
AFLAC: Supplemental plans are available to employees and their families at employee cost.
PTO Accrual: Start accruing PTO from your first paycheck. Full-time (40-hour) employees with 0-2 years of employment accrue 4.65 hours per pay period, totaling 15 days a year. Increased Accrual with Tenure: Accrual rates increase at 3 years, 5 years, and every subsequent 5-year mark, up to 25+ years. Pro Rata Basis: Accrual rates for employees working 20-30 hours per week are on a pro rata basis.
Paid Holidays: Full-Time Employees enjoy 11 paid holidays. Part-Time Employees working 20-30 hours per week also receive paid holidays on a pro rata basis.
Student Loan Forgiveness: Alternatives is a PSLF-approved employer.
Scholarship Program: Subject to eligibility requirements as well as program availability and continued funding level.
Birthday perk – enjoy a meal on us!
Career Growth: We love to promote from within!