Administrative Coordinator

Trinity Health; Des Moines (IA); On-site; USD 36,000 - 48,000; Full time

Job summary

MercyOne Des Moines House of Mercy is seeking an Administrative Assistant to support daily office operations, billing and client services in a full-time capacity. The role handles accounts receivable/payable, prepares invoices, maintains ledgers, processes deposits, and assists with travel and scheduling.

Evening shifts are required; candidate must be detail-oriented and proficient in Microsoft Office. Strong organizational skills and ability to work with staff and volunteers are essential to

Qualifications

• High School Diploma or GED is required.
• Some post-secondary education is preferred.
• Two years of work experience in business/office operations is required.
• Spreadsheet and word processing skills are required.
• Working knowledge of Microsoft products (Word, Excel) is expected.
• Proof of completion of Mandatory Reporter abuse training within 30 days of employment.

Responsibilities

• Accounts Receivable: prepare monthly ledgers, post receivables, prepare invoices, collect and post payments, balance cash drawers, and assist clients with deposits and inquiries.
• Accounts Payable: pay bills promptly, maintain supporting documentation, and assist with reimbursements.
• Prepare billing information for grants and maintain client accounts and ledgers.
• Maintain financial records and perform basic bookkeeping tasks.
• Assist with scheduling, travel arrangements, and travel claims processing.
• Greet clients and visitors and provide administrative support as needed.

Skills

Office administration

MS Excel

MS Word

Communication skills

Attention to detail

Education

High School Diploma or GED

Some post-secondary education

Tools

Microsoft Excel

Microsoft Word

Database familiarity

Job description

Employment Type: Full time

Shift: Evening Shift

Description: MercyOne Des Moines House of Mercy

Position: Administrative Assistant

Status: Full-Time / 40 hours weekly / 1.0FTE

Shift: 8 Hour Day Shift

Benefits: No waiting period - coverage effective on start date!

This position would be evening shifts.

ESSENTIAL FUNCTIONS

• Accounts Receivable: Prepares monthly ledger sheets for A/P from claim forms; posts receivables; prepares lease rent and food invoices; collects and posts meal assessment payments, updating monthly food collection report; balances receipts and paid out slips against petty cash drawer; prepares bank deposit and remits receipts; serves clients by accepting deposits and payments of fees, cashing checks, making change, signing receipts, refunding deposits, and answering inquiries; refers special requests to the Director; prepares complete and accurate claims for client services based upon correct client information, dates of service, and number of units per identified code; remits charges to designated agencies for reimbursement (e.g. Medicaid, Iowa Department of Human Services or Public Health, City of Des Moines, etc.).
• Accounts Payable: pays all bills in a timely and qualitative manner; maintains supportive documentation relative to various payable accounts (e.g., W-9); provides oversight and assistance to House of Mercy personnel with regards to business related reimbursements.
• Compiles financial related billing and accountability information for select grants (e.g., HUD).
• Maintains client accounts in an accurate fashion using bookkeeping methods to keep the accounts reconciled; balances receipts and paid out slips against client cash drawer; summarizes details in separate client ledgers to general ledger; reconciles general ledger with bank report.
• Keeps records of various financial information and transactions for House of Mercy, using calculator and computer.
• Verifies, allocates, and posts details of business transactions to accounts or computer spreadsheets from documents, such as invoices and receipts.
• Provides Director with administrative support as requested and needed.
• Assists the Director in scheduling conferences/training and making arrangements for out-of-town travel; assists in processing travel claims for reimbursement.
• Expresses information to individuals or groups effectively (e.g. touring and/or interfacing with volunteers, community groups, contributors, etc.); listens and responds appropriately.
• Compiles employee and financial data necessary for annual and other reports (i.e. grant expenditures, restricted funds, daily census, etc.) through the use of word processing, spreadsheets, and database applications.
• Assists with the compiling, copying, and presentation of material/information required for audits.
• Trains other personnel as needed and requested.
• Greets and assists clients/visitors (crisis, walk-ins., etc.) and ancillary personnel entering the facility in order to provide assistance.
• Maintains positive consumer relations with all persons entering the facility monitoring client/visitor behavior and immediately involving clinical staff/management when necessary/appropriate.

MINIMUM KNOWLEDGE, SKILLS AND ABILITY REQUIRED

• High School Diploma or GED, required.
• Some post-secondary education, preferred.
• Two (2) years work experience in business/office operations, required.
• Spreadsheet and word processing skills, required.
• Working knowledge of Microsoft products (e.g., word; excel).
• Proof of completion of Mandatory Reporter abuse training specific to population served within thirty (30) days of employment.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.