Office Assistant

Successful Living; Iowa City (IA); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Sign-on bonus

Referral bonus

Health Insurance

Dental Insurance

Vision Insurance

PTO

Vacation

Sick Time

Personal Day

Holiday Pay

EAP

401(k) match

Mileage Reimbursement

Staff Development

Full-time Benefits

Job summary

Successful Living in Iowa City is seeking a Front Office Assistant to organize staff, client and agency records, greet visitors, answer phones, and support client services. This full-time role follows a Monday–Friday, 9am–5pm schedule and requires reliable, professional communication.

The position emphasizes discretion and teamwork, with duties ranging from filing and archiving records to coordinating with the front office staff to ensure coverage and a consistently professional image.

Qualifications

• High School diploma or equivalent acceptable.
• Experience in office organization and records keeping.
• Pass required background checks and screenings.
• Valid driver's license and reliable, privately insured car.
• Proficiency with Word, Outlook, and Excel.

Responsibilities

• Greet and assist walk-in visitors, clients, and staff.
• Answer phones and manage front desk schedule.
• Assist in electronically archiving records (scanning and uploading).
• Oversee ongoing shredding and organize quarterly shredding service as needed.
• Coordinate with front office staff to ensure the front office is always covered.
• Maintain confidentiality and follow HIPAA guidelines.

Skills

Office organization

Records keeping

Communication

Attention to detail

HIPAA guidelines

Problem solving

Multi-tasking

Time management

Education

High School diploma

Tools

Word

Outlook

Excel

Job description

The Front Office Assistant is a full-time position responsible for organizing staff, client and agency records, covering receptionist duties as scheduled or as needed. This position will also perform a variety of other administrative and clerical duties that support client services. These duties will vary as agency needs fluctuate. The schedule is primarily M-F, 9am-5pm.

Core Duties

OFFICE DUTIES

• Substitute for the Front Office Manager and Community Services Coordinator to cover breaks or absences as needed.
• Greet and assist walk‑in visitors, clients, and staff.
• Answer phones.
• Resource person for staff requiring assistance.
• Filing of current materials, thinning of older materials.

RECORD KEEPING

• Assist in electronically archiving records (scanning and uploading).
• Assist in retrieving archived records as requested.
• Annually review records that no longer need to be on file for the mandated period and gather for shredding service.
• Oversee ongoing shredding and organize quarterly commercial shredding service as needed.

Other Duties As Assigned

PROFESSIONAL RESPONSIBILITIES

• Follow through with a consistent schedule and adherence to deadlines.
• Complete all tasks assigned by supervisor.
• Meet with supervisor as scheduled.
• Coordinate with front office staff to ensure the front office is always covered.
• Treat all colleagues and clients with dignity and respect.
• Prompt, professional and responsive communication with clients, fellow staff, supervisor - in-person, via telephone, electronic, and written correspondence.
• Follow all agency policies and procedures.
• Dress, personal appearance, and manner of behavior must reflect a professional image.
• Maintain confidentiality and follow HIPAA guidelines.

DIRECT SUPERVISOR: Front Office Manager

QUALIFICATIONS

Required

• High School diploma
• Experience in office organization and records keeping, filing systems.
• Pass required background checks and screenings.
• Maintain valid driver’s license and reliable, privately insured car.

Preferred

• 1+ years of experience working in an office or reception setting
• Experience working in social services
• Medication Manager certification or equivalent training (can be attained post-hire)

KEY SKILLS

• Ability to work and engage with a wide variety of people
• Problem solving
• Active listening
• Ability to work independently and collaboratively
• Adaptability
• Ability to meet deadlines
• Proficiency in writing skills and attention to detail
• Proficiency in computer basics, including Word, Outlook, and Excel
• Organizational aptitude, especially for electronic and physical documents
• Multi-tasking
• Basic knowledge of office equipment, office operation functions, and customer skills building

BENEFITS

Successful Living offers bonuses and a competitive benefits package to all staff members.

• $200 Sign-on Bonus (paid after successful completion of probationary period)
• $500-$750 Referral Bonus (paid after successful completion of referred staff’s probation period)
• Competitive Benefits Package including, but not limited to:
  • Insurance*
  • Health, Dental, Vision
  • PTO*
  • Vacation, Sick Time, Personal Day
  • Holiday Pay
  • Employee Assistance Program (EAP)
  • 401(k) w/ Agency Match
  • Mileage Reimbursement
  • Staff Development & Training
  • Full-time benefit