Office Manager I - Iowa Peer Center

Heartland Family Service•Council Bluffs, IA

7d•$19 - $23•Onsite

About The Position

This position provides administrative support and supervision to program staff and assists with office management and coordination for the Iowa Peer Center Programs. The role involves structured administrative duties, client interactions, and office operations under the guidance and direction of the Office and Systems Coordinator and Program Director. Heartland Family Service is committed to building a trauma-informed culture that values and celebrates diversity and inclusion, believing this allows for better service delivery and innovation. 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. It 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.

Requirements

One to three years of relevant office management experience
Associate’s degree
Strong relationship building skills
Proficiency in basic office skills and strong computer skills

Responsibilities

Manages support staff and their schedules, FTO requests, provides regular supervision with the staff, and helps coordinate on-going training for staff
Managing Open Access process/schedules
Provides front desk support when needed including providing office opening/closing coverage as needed
Ensure client and program needs are met by implementing innovative strategies and continuously improving processes
Identifies office system needs and coordinates needed improvement with supervisor and program staff to ensure efficiency in office procedures is achieved
Maintain system for ordering all supplies necessary for smooth operation of facility
Assists with maintaining general office equipment, i.e., postage meter, copy machines and facility office equipment
Conduct Monthly Facility Audits
Work with Central Office Manager to ensure building changes are communicated effectively to all staff at that location
Attend Monthly Office Manager Meetings
Supervises the submission of weekly transmittals including weekly bank deposits.
Assists Systems and Office Coordinator with agency vehicle utilization reporting and maintain fleet management systems
Assists PD with monthly/quarterly reports such as DX reports, missing modifiers
Responsible for client file management and audit reviews
Assist Central Office Manager with paper filing system and uphold the agency’s retention policy regarding file destruction
Provides office support including, but not limited to, client file management, data collection/entry, and compilation of reports
Create, maintain, and share as appropriate a dynamic self-care plan
Strive to make connections between the agency and the larger community whenever possible to contribute to the agency’s ongoing fundraising and friend-raising efforts