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Office Administration Coordinator

2 months ago

MagstattleBas, Grand Est, United States Heartland Family Service Full time

Office Administration Coordinator - Heartland Family Service

Job Category: Clerical Requisition Number: ADMIN002557

Position Overview

At Heartland Family Service, we are dedicated to fostering a workplace culture that is trauma-informed and values diversity and inclusion. We believe that this approach enhances our service delivery and promotes innovation by encouraging our employees to bring their unique experiences to the table.

Trauma-Informed Care is a method of engaging individuals with histories of trauma, recognizing the symptoms of trauma, and understanding the impact it has had on their lives. This approach also considers the effects of working with trauma survivors on our staff, aiming to create collaborative and supportive work environments.

If you are passionate about our mission to create healthy families and communities and thrive in a fast-paced, collaborative, and team-oriented setting, Heartland Family Service may be the right fit for you.

Key Responsibilities

  1. Conduct screening and intake processes for all incoming clients and calls, ensuring accurate data entry into the agency's Electronic Health Record.
  2. Provide crisis intervention and problem-solving support to clients, whether they are calling or visiting in person.
  3. Schedule appointments for clients within the Nebraska Behavioral Health programs.
  4. Maintain service statistics, analyze data, and prepare comprehensive reports.
  5. Oversee the pre-authorization process and establish client fees for services rendered.
  6. Assist clients in identifying barriers to treatment using assessment tools.
  7. Manage client files, including opening, closing, and maintaining records, as well as handling transfers and information requests.
  8. Facilitate internal and external referrals to meet client needs.
  9. Deliver educational outreach services to enhance client engagement.
  10. Conduct reminder calls for client appointments.
  11. Maintain an organized reception area and manage opening and closing procedures.
  12. Perform reception duties, accurately relay messages, and provide directions to clients and the public.
  13. Execute various support staff responsibilities, including typing, filing, and assisting with non-behavioral health programs.
  14. Report any emerging patterns concerning programs to the supervisor.
  15. Exhibit dependability and punctuality in scheduling and attendance.
  16. Demonstrate a courteous and caring attitude towards clients, volunteers, and visitors.
  17. Collaborate effectively with agency and external staff.
  18. Adhere to all program and agency policies and procedures.
  19. Engage in professional development through training opportunities.
  20. Develop and maintain a dynamic self-care plan.
  21. Strive to connect the agency with the broader community to support fundraising and outreach efforts.
  22. Perform additional program-related duties as assigned.

Minimum Qualifications

Bachelor's Degree in Counseling, Social Work, or a related field is preferred. A minimum of two years of relevant experience is also preferred. Proficiency in MS Word is desirable. Candidates must be willing to work two evenings per week (Monday through Thursday) until closing. Bilingual abilities in Spanish are preferred.

Equal Opportunity Employer

Heartland Family Service is an equal opportunity employer and values diversity in the workplace.