Administrative Support Services Specialist

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 ofworking 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

Performs a broad range of skilled administrative and customer service duties requiring sound judgment decision-making and problem-solving abilities. Demonstrates a strong knowledge base and the ability to manage multiple responsibilities in a fast-paced environment. Works effectively with a diverse range of guests customers and colleagues while maintaining a high level of professionalism. Highly detail-oriented organized and capable of prioritizing tasks to consistently meet deadlines.

Compensation range: between $16.51 and $19.69 (wage is determined by number of years experience)

Work Schedule: Mondays Wednesdays and Thursdays 10:15 a.m. - 7:00 p.m.; Tuesdays 10:15 a.m. - 7:30 p.m.; and Fridays 11:00 a.m. - 3:00 p.m.

• *Collaborate closely with the Intake Department to assist with screening and intake procedures for all incoming clients and telephone inquiries.
• *Accurately enter and maintain client demographic and intake information within the agencys Electronic Health Record (EHR) system.
• *Refer callers and clients to appropriate HFS programs and services explain agency policies and procedures and provide assistance with crisis intervention and community resource referrals as appropriate.
• *Manage and maintain confidential client health records including uploading documentation processing record transfers and responding to requests for information in accordance with agency policies and applicable privacy regulations.
• *Schedules client appointments within Iowa Behavioral Health and checks clients in to their appointments.
• *Collect client insurance and payment information complete insurance pre-authorization processes explain and manage sliding fee scale documentation process client payments and perform monthly Medicaid eligibility verification for the agencys client roster.
• *Perform daily office closing procedures ensuring the reception area and workspaces are organized secure and fully prepared for the following business days operations and scheduled client activities.
• *Perform front desk reception duties including accurately taking messages providing directions to clients and the general public and assisting visitors clients and staff with inquiries in a professional and timely manner. Respond to fax email and voicemail communications as appropriate.
• *Provide general clerical and administrative support including typing filing document preparation and assistance with non-behavioral health programs as needed.*Is punctual and dependable. Maintains clean and organized reception area and performs opening and/or closing duties.
• Displays a courteous and caring attitude at all times to the clientele volunteers and visitors of the agency.
• Cooperates and collaborates with program area staff volunteers and other agency staff.
• Abides by all specific program and agency procedures policies and requirements.
• Develops personal and program related skills through participation in internal and external training opportunities including printed material and audio and/or visual media.
• Responsible for grant data entry and coordination with external and internal staff.
• Creates maintains and shares as appropriate a dynamic self-care plan.
• Strives to make connections between the agency and the larger community whenever possible in order to contribute to the agencys ongoing fundraising and friend-raising efforts.
• * Essential functions of this job are to be performed on company physical work site

*DENOTES ESSENTIAL JOB FUNCTIONS

Required Experience:

IC