Administrative Assistant

Kids for the Future; Pleasant Valley Township (IA); On-site; USD 30,000 - 35,000; Full time

Job summary

Balance Autism in the United States is seeking an Administrative Assistant to support administrative operations for children’s service programs. This on-site role coordinates office activities and serves as the front desk, ensuring smooth daily operations.

Key duties include greeting visitors, answering phones, processing mail, maintaining training records, reviewing progress notes, and assisting with billing and data systems. A two-year degree or equivalent experience is preferred.

Qualifications

• Associate degree or equivalent from a two-year college; six months to one year related experience or training.
• Bachelor's degree preferred in related field or with direct care experience/however internship helps.
• Experience or exposure to human services environments is advantageous.

Responsibilities

• Greet visitors and answer phones, relay messages and assist in lobby.
• Manage reception area and incoming/outgoing mail and deliveries.
• Prepare training materials and track attendance in the site's system.
• Check payer eligibility monthly for funding through M-ABA for Children’s Services.
• Inventory and order office and program supplies; maintain logs and records.
• Assist with billing coding, progress notes, and data updates as needed.

Skills

Administrative support

Customer service

Phone etiquette

Education

Associate degree or equivalent

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

• Base Pay $17.00 - $20.00 / Hour
• Employee Type FT Non-Exempt

Balance Autism is looking for an Administrative Assistant to add to our team! This leader coordinates office administrative activities of Balance Autism to provide specialized human services such as children’s clinic programs and community programs. Responsibilities are performed personally.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Top 5 Duties

1. Ensure that the health and safety needs of the person(s) served are met.
2. Manage reception area, including greeting visitors and answering phones and relaying messages.
3. Manages department specific training for site, including preparation of materials, communication of attendance and entry of training records into training tracking system for the site.
4. Check payer eligibility monthly for all children funded through M-ABA for Children’s Services.
5. Responsible for inventorying and ordering office and programming supplies for site.

Additional Responsibilities include the following:

• Greet visitors, answer phones and assist those in lobby.
• Sort, process and distribute mail.
• Communicate professionally with legal representatives, families and allied professionals.
• Develop and maintain a positive relationship with individual(s) served and co-workers to promote successful outcomes.
• Attend and successfully complete all training sessions to generate constant learning and continuous improvements.
• Manage credit card check out system for site.
• Provide review of progress notes, service notes and log sheets.
• Maintain log of Progress Note errors.
• Provide tracking/trending report for incident reporting.
• Distribute ITP reports and other pertinent documents.
• Participates in coding billing for department.
• Updates person served, employee databases and electronic systems as necessary for site.
• Perform minor housekeeping duties in the administrative center.
• Scan all Notice of Decisions for site.
• Prepare and maintain staff ID badges/key check out system.
• Assist with training and onboarding of new staff, including training for new sites in CAP.
• Follows up on facilities requests such as building needs regarding maintenance, bidding for grounds needs, scheduling regular building upkeep, contacting contractors for environmental needs.
• All other duties as assigned.

Education and/or Experience: Associate's degree or equivalent from two-year college with six months to one year related experience and/or training; Prefer Bachelor degree; or equivalent combination of education and experience. Option: Bachelor's degree in related field with direct care experience or internship in Human Services.

Physical Demands: While performing the duties of this Job, the employee is regularly required to stand; walk and talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and depth perception.

Balance Autism is an equal opportunity employer