Office Manager II - Peer Center

At Heartland Family Service, we are committed to building a culture that is trauma informed and values and celebrates diversity and inclusion. We believe this allows for better service delivery and innovation, as it encourages our employees to bring various experiences and uniqueness to the workplace.

Trauma Informed Care is an approach to engaging people with histories of trauma that recognizes the presence of trauma symptoms and acknowledges the role that trauma has played in their lives.  Trauma Informed Care also acknowledges the effects of working with trauma survivors on our workforce and seeks to build collaborative and supportive working environments and relationships.

If you believe in our mission of creating healthy families and communities, and like a fast pace, collaborative and team-oriented environment, then Heartland Family Service is the agency for you.

SUMMARY DESCRIPTION OF  WORK

Performs skilled duties of a broad nature, which include ability to organize office and supervise smooth operation of facility.  Assignments may entail a wide knowledge base, decision making, and problem solving.

• *Provides office support including, but not limited to, client file management, data collection/entry, monitoring of authorizations, and compilation of reports.
• *Identifies office system needs and coordinates needed improvement with supervisor and program staff.
• *Provide support services to Program Director.
• *Ensures that client databases are maintained per established procedures.
• *Coordinates with agency fiscal staff to address billing and accounts receivable issues.
• *Monitors facility office equipment, orders facility supplies, coordinates facility and equipment repair requests.
• Works across programs to ensure efficiency in office procedures is achieved.
• Demonstrates knowledge of current community and Heartland Family Service programs and resources to meet client needs.
• Assist in training new employees as necessary and appropriate.
• Contact person for office business equipment; also responsible for scheduling maintenance and ordering supplies for that equipment.
• Collects and maintains data as requested.
• Runs reports from Electronic Health Record.
• Responsible for completing the intake process for client registration and/or pre-authorization as requested.
• Schedules client appointments as requested.
• Provide administrative assistance to the Project Director and Program Directors.
• Available to travel to HFS satellite offices; less than 20%.
• Responsible for Grant data entry utilizing EHR and state programs.
• Performs other program related duties as assigned.
• *Create, maintain and share as appropriate a dynamic self-care plan.
• * Strive to make connections between the agency and the larger community whenever possible in order to contribute to the agency’s ongoing fundraising and friend-raising efforts.
• * Essential functions of this job are to be performed on company physical work site or designated workspace.

                                                                                        *DENOTES ESSENTIAL JOB FUNCTIONS

MINIMUM QUALIFICATIONS

• Associates Degree or Bachelor’s Degree preferred
• Five plus years’ experience
• Proficiency in basic office skills and strong computer skills