Office Manager II - Iowa Behavioral Health

Heartland Family Service•Council Bluffs, IA

1d•Onsite

About The Position

This position provides administrative support and supervision to program staff and assists with office management and coordination for the Iowa Behavioral Health and Psychiatric 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 culture that is trauma informed and values and celebrates diversity and inclusion. This approach encourages employees to bring various experiences and uniqueness to the workplace, leading to 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

High School Diploma or equivalent required
One to three years of administrative support experience, preferably in a healthcare or human services setting.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and Electronic Health Record (EHR) systems.
Strong verbal and written communication skills with the ability to interact professionally with staff, clients, and external partners.
Strong organizational and administrative skills
Strong relationship building skills.

Nice To Haves

Associate Degree in business administration, Human Services, or a related field preferred.

Responsibilities

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.
Identify and report office system needs to the supervisor for improvements.
Coordinate office supply orders to ensure efficient office operations at Gendler office and 2 satellite locations; Logan and Glenwood.
Assist with maintaining general office equipment (e.g., postage meter, copy machines).
Conduct monthly facility audits.
Responsible for communicating facility changes within the building.
Attends Monthly Office Manager Meetings.
Supervises admin support staff, interns and facilitate on-going training with team members.
Provides office opening/closing coverage as needed.
Provides front desk coverage as needed.
Responsible for client file management and audit reviews.
Manage paper filing system and uphold the agency’s retention policy regarding file destruction.
Provide administrative support to Program Director, assisting with monthly and quarterly reports.
Provide administrative support to Program Director for grants specific to Iowa and assist managing reports related to these grants.
Provide daily checks and balances for back-end admin support; access Medicaid eligibility site; collect client balances/copays over the phone; monitor and update client Electronic Health records for accuracy.
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.
Demonstrates knowledge of current community and Heartland Family Service programs and resources to meet client needs.
Cooperates and collaborates with program area staff, volunteers, and other Agency staff.
Abides by all specific program and Agency procedures, policies, and requirements.
Performs other program related duties as assigned.