Office Manager I

Heartland Family Service; Council Bluffs (IA); On-site; USD 26,000 - 31,000; Full time

Job summary

Heartland Family Service in Council Bluffs is seeking an office administrator to provide supervision of program staff, manage office operations, and support Iowa Peer Center programs. The role covers structured administrative duties, client interactions, and coordination under the Office and Systems Coordinator and Program Director.

Comprehension of the wage range is between $18.97 and $22.62 per hour, with a schedule Monday–Friday, 8:30am–4:30pm.

Qualifications

• One to three years of relevant office management experience.
• Associate’s degree.
• Strong relationship building skills.
• Proficiency in basic office skills and strong computer skills.

Responsibilities

• Manages support staff and their schedules, FTO requests, provides regular supervision with the staff, and helps coordinate on-going training for staff.
• Managing Open Access process/schedules
• Provides front desk support when needed including providing office opening/closing coverage as needed
• Ensure client and program needs are met by implementing innovative strategies and continuously improving processes
• Identifies office system needs and coordinates needed improvement with supervisor and program staff to ensure efficiency in office procedures is achieved
• Maintain system for ordering all supplies necessary for smooth operation of facility
• Assists with maintaining general office equipment, i.e., postage meter, copy machines and facility office equipment
• Conduct Monthly Facility Audits
• Work with Central Office Manager to ensure building changes are communicated effectively to all staff at that location
• Attend Monthly Office Manager Meetings
• Supervises the submission of weekly transmittals including weekly bank deposits.
• Assists Systems and Office Coordinator with agency vehicle utilization reporting and maintain fleet management systems
• Assists PD with monthly/quarterly reports such as DX reports, missing modifiers
• Responsible for client file management and audit reviews
• Assist Central Office Manager with paper filing system and uphold the agency’s retention policy regarding file destruction
• Provides office support including, but not limited to, client file management, data collection/entry, and compilation of reports
• Create, maintain, and share as appropriate a dynamic self-care plan
• Strive to make connections between the agency and the larger community whenever possible to contribute to the agency’s ongoing fundraising and friend-raising efforts
• Essential functions of this job are to be performed on company physical work site.

Skills

Strong relationship building skills

Proficiency in basic office skills

Strong computer skills

Education

Associate’s degree

Job description

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

This position provides administrative support and supervision to program staff and assists with office management and coordination for the Iowa Peer Center Programs. The role involves structured administrative duties, client interactions, and office operations under the guidance and direction of the Office and Systems Coordinator and Program Director.

Comprehension: between $18.97 and $22.62 per hour (wage is determined by total years of relevant experience)
Work Schedule: Monday - Friday; 8:30am to 4:30pm

MINIMUM QUALIFICATIONS

• One to three years of relevant office management experience
• Associate’s degree
• Strong relationship building skills
• Proficiency in basic office skills and strong computer skills

Essential Duties and Responsibilities

• Manages support staff and their schedules, FTO requests, provides regular supervision with the staff, and helps coordinate on-going training for staff
• Managing Open Access process/schedules
• Provides front desk support when needed including providing office opening/closing coverage as needed
• Ensure client and program needs are met by implementing innovative strategies and continuously improving processes
• *Identifies office system needs and coordinates needed improvement with supervisor and program staff to ensure efficiency in office procedures is achieved
• Maintain system for ordering all supplies necessary for smooth operation of facility
• Assists with maintaining general office equipment, i.e., postage meter, copy machines and facility office equipment
• Conduct Monthly Facility Audits
• Work with Central Office Manager to ensure building changes are communicated effectively to all staff at that location
• Attend Monthly Office Manager Meetings
• Supervises the submission of weekly transmittals including weekly bank deposits.
• Assists Systems and Office Coordinator with agency vehicle utilization reporting and maintain fleet management systems
• Assists PD with monthly/quarterly reports such as DX reports, missing modifiers
• Responsible for client file management and audit reviews
• Assist Central Office Manager with paper filing system and uphold the agency’s retention policy regarding file destruction
• Provides office support including, but not limited to, client file management, data collection/entry, and compilation of reports
• Create, maintain, and share as appropriate a dynamic self-care plan
• Strive to make connections between the agency and the larger community whenever possible to contribute to the agency’s ongoing fundraising and friend-raising efforts
• Essential functions of this job are to be performed on company physical work site.