Administrative Support Services Specialist - Nebraska ACT

Building C•Omaha, NE

9d•Onsite

About The Position

Heartland Family Service is seeking an Administrative Support Services Specialist to join their Assertive Community Treatment (ACT) team. This role provides crucial support to a multi-disciplinary team assisting individuals with serious mental illness to minimize symptoms and improve daily functioning. The position involves being the first point of contact for clients and visitors, performing clerical duties including data entry, and making phone calls to clients. The specialist will also handle skilled duties of a broad nature, requiring initiative, decision-making, problem-solving, and strong organizational skills. The agency is committed to a trauma-informed culture that values diversity and inclusion, fostering a fast-paced, collaborative, and team-oriented environment.

Requirements

High School Diploma required
Two years’ related experience
Working knowledge of Microsoft Office Products/Programs

Nice To Haves

Associate’s Degree preferred

Responsibilities

Perform reception duties, accurately take messages and give appropriate directions to clients and general public; assist all visitors, clients, and staff in processing their inquiries.
Schedule client appointments.
Complete data entry, in both internal and external databases, in an accurate and timely manner.
Ensure that client databases are maintained by established procedures.
Assist in coordinating client groups/events (preparing conference space, order food, etc.).
Develop and monitors various follow-up “tickler” systems and monthly follow-up reports for supported programs.
Maintain system for ordering all supplies necessary for smooth operation of facility.
Ensure the completion of internal reports such as monthly vehicle mileage/maintenance reports, etc.
Responsible for opening and closing client files in a timely manner.
Provide administrative assistance to the Coordination Manager, Program Director(s), and Vice President(s) located at the Benson Office.
Display a courteous and caring attitude at all times to the clientele, volunteers and visitors of the Agency.
Cooperate and collaborate with program area staff, volunteers, and other Agency staff.
Is dependable and punctual regarding scheduling and attendance.
Abide by all specific program and Agency procedures, policies, and requirements.
Develop personal and program related skills through participation in internal and external training opportunities including printed material and audio and/or visual media.
Can work both independently, with little supervision, and as a part of a team.
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.