Office Manager I - Sarpy Office

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.

Comprehension: between $18.97 and $22.62 per hour (wage is determined by total years of relevant experience)Work Schedule: Monday - Friday; Monday and Tuesday Evenings

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MINIMUM QUALIFICATIONS

• High School Diploma or equivalent required; Associate degree in business administration, Human Services, or a related field preferred.
• One to three years of administrative support experience, preferably in a healthcare or human services setting.
• Proficiency in Microsoft Office 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.

Essential Duties and Responsibilities

• Ensure timely and accurate completion of all internal and external data collection and reporting required by funding sources, and provide regular updates on compliance and outcomes.
• Manage required paperwork and electronic submission procedures related to behavioral health services.
• Oversee daily staff schedules, intake scheduling, and therapist work schedules for all programs housed in the office, including uploading and maintaining client documentation in the EHR system.
• Coordinate client appointments by scheduling services, obtaining insurance or other pay source information, and forwarding required documentation to the Fiscal Department.
• Enter monthly statistical and outcomes data and complete billing within funder systems, including CDS.
• Maintain adequate office supplies and monitor general office upkeep to support a welcoming and efficient work environment.
• Assist with audit preparation by organizing documentation and supporting compliance verification efforts.
• Support the streamlining and improvement of forms and workflows across programs to enhance efficiency and service delivery.
• Serve as a welcoming point of contact by accurately taking messages, providing clear directions, and assisting clients, visitors, staff, and members of the public with inquiries.
• Respond promptly to staff requests related to facility and office needs.
• Manage facility-related contracts for the office.
• Provide administrative and operational support to all programs located within the office.
• Attend and co-facilitate monthly agency-wide Office Manager meetings.
• Consistently demonstrate a courteous, compassionate, and client-centered approach when interacting with clients, volunteers, visitors, and staff.
• Collaborate effectively with program staff, volunteers, and other agency departments to support agency goals.
• Maintain dependable and punctual attendance and adhere to established schedules.
• Follow all agency and program-specific policies, procedures, and requirements.
• Actively develop personal and program-related skills through participation in internal and external training opportunities.
• Create, maintain, and share an appropriate and dynamic self-care plan that supports professional sustainability.
• Carry out other program-related duties as assigned.