Operations Office Assistant
About The Position
The Operations Office Assistant is responsible for assisting the Client Benefits Coordinator in managing client financial records, Medicaid and Social Security documentation, and Representative Payee services while providing administrative support to the Operations Management Team. The Operations Office Assistant also contributes to the efficient coordination of daily office operations, inventory and fleet management, and other administrative functions that support organizational objectives. In addition, this position provides daily supervision and direction to the Purchasing & Inventory Clerk and Receptionist, fostering accountability, delivering exceptional customer service, and ensuring the effective operation of the department.
Requirements
- High school diploma or GED.
- Three years of progressively responsible administrative experience.
- Previous supervisory or lead experience.
- Valid Texas Driver License and reliable transportation.
- Proficiency in Microsoft Office.
- Excellent communication, organizational, and customer service skills.
- Ability to maintain confidentiality.
- Pass criminal background check and drug screening.
Nice To Haves
- Associate's degree in a related field.
- Experience with Medicaid, Social Security, Representative Payee services, banking, or nonprofit administration.
- Experience with inventory and fleet coordination.
- Experience supporting individuals with IDD.
Responsibilities
- Assist with Medicaid applications, renewals, and redeterminations.
- Assist with Social Security applications, reviews, appeals, and benefit documentation.
- Maintain confidential client financial records.
- Assist with Representative Payee responsibilities.
- Reconcile client bank accounts and research discrepancies.
- Maintain compliance with applicable regulations.
- Create, organize, maintain, and audit client files.
- Provide administrative support to the Director of Human Resources and Operations Management Team.
- Prepare reports, spreadsheets, correspondence, presentations, forms, and business documents.
- Maintain electronic and paper filing systems.
- Convert historical paper records into electronic files.
- Coordinate and complete daily bank deposit runs.
- Run miscellaneous business errands as needed.
- Assist with departmental projects and process improvement initiatives.
- Maintain confidentiality of client, employee, and organizational information.
- Perform other administrative duties as assigned.
- Coordinate Enterprise Rental Fleet management and maintenance.
- Maintain fleet records and preventative maintenance schedules.
- Coordinate inventory for client homes, Day Habilitation programs, and office locations.
- Assist with ordering, receiving, tracking, and distributing supplies.
- Maintain inventory records and recommend replenishment.
- Provide daily supervision to the Purchasing & Inventory Clerk.
- Provide daily supervision to the Receptionist.
- Monitor workflow and productivity.
- Provide coaching and performance feedback.
- Promote accountability, teamwork, professionalism, and exceptional customer service.
- Provide front desk reception coverage as needed.
- Greet visitors professionally.
- Answer and direct incoming telephone calls.
- Respond to inquiries and provide exceptional customer service.
- Maintain a welcoming reception area.
Benefits
- Health, Dental, and Vision Insurance
- Paid Time Off and Paid Holidays
- Retirement Plan
- Professional Development Opportunities
- Employee Assistance Program
- Supportive Team Environment
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
