Office Specialist

Job Description

Job Description

Position Summary:

Under the general supervision of the Director of Operations, the Office Specialist coordinates and oversees clerical and administrative support services for Mid-Step Services, Inc. This position provides administrative assistance to the Executive Director and supports agency operations by ensuring efficient office procedures, accurate recordkeeping, and professional communication. The Office Specialist serves as a central resource for administrative functions across all agency programs, including Administrative Services, Intermediate Care Facilities (ICF), Supported Community Living (SCL), and Home and Community-Based Services (HCBS).

1. Receive and carry out written and verbal instructions from the Executive Director and/or Director of Operations.
2. Maintain strict confidentiality regarding all agency, employee, and member information.
3. Greet visitors and answer telephone inquiries in a courteous, professional manner, directing individuals to the appropriate staff member as needed.
4. Serve as a positive representative of Mid-Step Services and interact appropriately with members, staff, families, and community partners in accordance with agency policies and procedures.
5. Receive, sort, and distribute incoming mail and prepare outgoing mail, including postage processing and delivery coordination.
6. Prepare, type, and process correspondence, reports, forms, memoranda, statistical data, financial documents, and other materials from written or verbal instructions.
7. Review and proofread documents for accuracy, grammar, spelling, punctuation, and formatting.
8. Maintain and coordinate agency forms utilized by MSS and HCBS programs, ensuring timely distribution and updates.
9. Operate and maintain office equipment, including telephone systems, computers, printers, copiers, fax machines, postage equipment, and related technology.
10. Manage office supply inventory, prepare and distribute supply requisitions, and provide annual inventory pricing information to the Director of Operations.
11. Assist with updating and auditing agency supply inventories, including completion of the annual internal inventory audit.
12. Maintain official organizational records, including Board of Directors meeting minutes and related documentation.
13. Serve as the agency contact for network computer systems and coordinate maintenance and repair of office equipment.
14. Maintain an active Notary Public commission and provide notary services as needed.
15. Assist with agency projects, databases, and software systems, including Udext and Setworks, and support coworkers in achieving organizational goals.
16. Prepare and type agency reports and ensure state-required forms, licensing documents, agreements, and other regulatory paperwork are completed accurately and submitted on time.
17. Establish and maintain organized filing systems for agency programs and facilities.
18. Foster positive working relationships with staff, departments, community partners, vendors, and external agencies to support agency operations.
19. Maintain company vehicle records and oversee agency vehicle checkout procedures.
20. Maintain and organize the agency key lockbox system.
21. Prepare and maintain tax-exempt purchasing documentation.
22. Maintain current directories, including home locations, coordinator contact information, extensions, email lists, and member records.
23. Coordinate scheduling and usage of agency conference rooms.
24. Provide administrative and secretarial support to SCL and HCBS programs, including but not limited to:

• Typing Individual Program Plans (IPPs), reviews, letters, memoranda, and menus.
• Creating mailing labels.
• Preparing copies and informational packets.
• Developing charts, forms, and related documents.

1. Perform additional duties, projects, and assignments as directed by the Executive Director or Director of Operations.

1. Maintain regular attendance and punctuality in accordance with agency attendance policies.
2. Present a professional appearance and wear clean, appropriate attire.
3. Accept assignments, instructions, and feedback in a cooperative and professional manner while utilizing established communication channels to address concerns.
4. Remain alert to safety hazards and emergency situations, reporting concerns and taking appropriate action according to agency procedures.
5. Perform incidental housekeeping and maintenance tasks as necessary to maintain a clean, safe, and welcoming environment.
6. Participate in required orientation, staff meetings, in-service training, and professional development opportunities.
7. Coordinate service requests and repairs for vending machines and related equipment as needed.
8. Run agency-related errands as assigned.

Qualifications:

1. High school diploma or GED equivalent.
2. Minimum of three (3) years of office or administrative experience.
3. Valid driver's license and ability to meet agency insurance requirements for driving on behalf of the organization.
4. Ability and willingness to use a personal vehicle for approved business purposes when necessary.
5. Must obtain and maintain Notary Public certification or be willing to obtain certification upon hire.
6. Successful completion of a pre-employment drug screening and physical examination.
7. Thorough knowledge of office procedures, administrative practices, and office equipment.
8. Strong organizational, time management, and recordkeeping skills.
9. Ability to perform a variety of administrative and secretarial assignments requiring initiative, discretion, creativity, and sound judgment.
10. Excellent verbal and written communication skills.
11. Ability to interact professionally with individuals in person and over the telephone.
12. Ability to work independently with minimal supervision.
13. Proficiency in maintaining confidential information and handling sensitive records.
14. Be approved for employment by the Iowa Department of Human Services if applicable background checks reveal prior convictions, child abuse registry findings, or dependent adult abuse registry findings.
15. Not be listed on the Medicare or Medicaid Fraud Registry.