Staff Assistant

Job Description:

Staff Assistant

Job Title: Staff Assistant

Reports To: Executive Director

Revision Date: June 2026

Classification (FLSA): Part-time; Non-Exempt

Pay: $19,000 - $21,000 maximum/year

QUALIFICATIONS:

1. Clerical skills: Computer skills including but not limited to familiarity with Microsoft Office Suite (including Outlook, Excel, and Word), and QuickBooks, filing, phone skills

2. Possess and utilize a strong and responsible work ethic, common sense, and good judgment

3. Good written and verbal communication skills

4. Understanding of and experience with general bookkeeping and accounting.

5. Commitment to recovery principles, Transition House culture, and the belief in integration of mental health clients into active community life.

6. Capable of being a part of an atmosphere of acceptance and support that include positive role modeling and healthy boundary setting.

7. Healthy selfcare skills and resiliency to manage personal wellbeing while being a positive role model for clients.

EDUCATION AND EXPERIENCE:

1. Associates degree in bookkeeping/finance or related fields preferred.

2. Minimum high school diploma and one year of training or equivalent work experience in a clerical/business setting, and a minimum of one year experience doing bookkeeping and accounts receivable and payable

ESSENTIAL FUNCTIONS OF THE JOB:

1. Duties of the Staff Assistant

a. Bookkeeping:

1) Coordinate with outsourced bookkeeper and CPA, providing information as needed.

2) Acquire needed and appropriate approvals and signatures for checks and vouchers.

3) Notify agency CPA when Transition House bank statements are available monthly. Work with the CPA as directed by the Executive Director to prepare financial reports and audits.

4) Work with clinical staff in collecting and recording client fee payments.

5) Compile and provide all appropriate materials including monthly financial reports to Executive Director.

6) Make bank deposits as needed and record all deposits.

7) Billing: manage Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), and other appropriate billing as needed.

8) Gather necessary materials for annual audit. Work with the CPA to assist in preparation of the audit.

b. Fundraising Support:

1) Work with Executive Director and Board in recording, tracking, and providing donation reports.

2) Prepare invoices as needed.

3) Provide receipts for agency fund raising efforts.

4) Provide thank you notes.

c. Reporting:

1) Assist with completion of Monthly Reports during the first week of each month.

2) Assist with completion of other reports as requested, including DMHSAS related and other reporting.

3) Oversee annual inventory of office spaces and equipment and provide Executive Director with results. Maintain inventory file.

4) Work with funding sources as directed by the Executive Director to prepare and provide information required by law, regulations, and policy.

d. Clerical:

1) Assist with preparation of materials for Board meeting as directed by the Executive Director

2) Work with Staff to:

(a) Maintain closed clinical files.

(b) Maintain office and executive filing system in an orderly and practical manner.

(c) Review files on a routine basis and dispose of any forms no longer in use.

3) Maintain and update as needed personnel related documentation and files, including but not limited to time records, leave time, employee benefits, evaluation and training documentation.

4) Answer phones, direct calls as necessary, take and deliver messages as needed

5) Do routine inventory of office supplies and make purchases as needed. Assist the Recovery Coordinators in purchase and maintenance of supplies for the Drop-In Center and residential units.

6) Assist with mailings, copying, filing, computer work, typing, and compilation of materials as requested

7) Assist with grant writing and other fund-raising efforts as requested

2. Van transportation

a. Motor Vehicle Records (MVRs) will be checked periodically since driving is a part of this job. The MVR will be reviewed to ascertain the employee holds a valid license and their driving record is within the parameters set by Transition House and the agency’s insurance carrier.

b. Must be capable of driving a 12-passenger van.

c. May be required to transport clients in the agency van when needed.

d. Coordinate with agency staff to ensure proper maintenance when needed.

3. Participate in on-going training

a. Attend appropriate training to increase skill levels relevant to the position.

b. Attend required trainings: Fire & Safety, CPR, First Aid, Infection control, AIDS/HIV precautions, and other as directed by the Executive Director or required by law or regulation.

4. Physical and Travel Requirements

a. Occasional lifting up to 25 lbs., bending, and kneeling throughout the day.

b. Prolonged standing, sitting, and walking.

c. Valid Driver’s License and Auto Insurance Coverage.

5. Other duties as assigned

a. As needed, be available to take on tasks that are necessary for the agency’s efficient, effective operation.

Pay: $18.27 - $20.19 per hour

Benefits:

• Paid jury duty
• Paid time off

Work Location: In person

Salary : $19,000 - $21,000