Office Assistant

Successful Living; Iowa City (IA); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Sign-on bonuses

Referral bonus

Health insurance

Dental insurance

Vision insurance

Paid time off (PTO)

Vacation time

Sick time

Personal day

Holiday pay

Employee assistance program (EAP)

401(k) with agency match

Mileage reimbursement

Staff development & training

Full-time benefits

Job summary

Successful Living is seeking a Front Office Assistant to manage front desk tasks, organize staff and client records, and support client services. The role is full-time, primarily Monday to Friday, 9am-5pm, with duties across office administration, records keeping, and general receptionist tasks in a supportive agency environment.

The position requires a high school diploma, office organization experience, and the ability to pass background checks.

Qualifications

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

Responsibilities

• Greet and assist walk-in visitors, clients, and staff.
• Answer phones and route inquiries as needed.
• Filing of current materials and thinning older materials.
• Assist in electronically archiving records (scanning and uploading).
• Retrieve archived records as requested.
• Annually review records and gather for shredding service.
• Oversee ongoing shredding and coordinate quarterly shredding service.
• Coordinate with front office staff to ensure front office coverage.
• Maintain confidentiality and HIPAA guidelines.

Skills

People skills

Active listening

Multitasking

Organizational aptitude

Written communication

Computer basics (Word/Outlook/Excel)

Education

High School diploma

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