OSO Administrative Assistant

:

Why Orchard Place?

At Orchard Place, we are dedicated to building a brighter future for children and families through compassionate care, early intervention, and community integration. Join our team and be part of a mission-driven organization that values diversity, inclusion, and continuous improvement.

Job Title : OSO Administrative Assistant

Location: Downtown, Des Moines IA

Pay for this position is posted at: $17.00, hourly

Schedule for this position: Monday through Friday 9:00am to 6:00pm

Application Deadline: N/A

Position Overview:

The Administrative Support Specialist is responsible for performing various administrative duties alongside the Administrative Services Manager, Administrative Support Staff, and Intake Coordinator. This role involves representing PACE programs positively both in person and over the phone to ensure that the public, clients, parents, and staff feel welcome and valued as part of our program.

Key Responsibilities:

• Adheres to the philosophy, values, commitments, and practices of the Sanctuary model in guiding the day-to-day interactions with clients, families, and staff.

• Respects and values individual differences and actively supports a culture that embraces diversity, equity, and inclusion.

• Perform data entry in the electronic medical record (EMR) system, including PACE program admissions, updates, and downloading completed forms from DocuSign.

• Scan and import documents into client records, labeling them appropriately as needed.

• Run insurance authorizations, verify Title XIX (monthly or weekly), and process PACE program referrals daily.

• Transcribe materials from written drafts or outlines, edit, format, and finalize client reports as requested.

• Perform receptionist duties, including:
  • Welcoming on-site visitors, youth, their families, and the community in a courteous and professional manner.
  • Monitoring visitor access and maintaining employee and visitor logs to increase safety measures in the building.
  • Answering multi-line phone calls, routing them promptly to the appropriate staff or voicemail, and taking messages as needed.
  • Maintaining refrigerator logs, front desk switchboard, PACE telephone list, current employee list, and distributing as needed.
  • Assisting with inventory management of building supplies, including the emergency bag at the front desk.
  • Opening and closing the building each day according to set guidelines and completing the opening and closing checklist.
  • Directing deliveries to the correct areas and/or persons as well as assist departments with secure mail pickups. Process and deliver all mail ensuring proper distribution

• Rotate front desk shifts with the Administrative Support counterpart.

• Provide clerical support for PACE programs, including but not limited to:
  • Pulling record requests and faxing.
  • Audit support.
  • Billing reconciliation.

• Prepare and mail program letters, including but not limited to:
  • Discharge Letters.
  • PCP Letters.
  • Non-Compliance Letters.
  • Referral Letters via email.

• Process program enrollments, verify authorizations, and complete IHP disenrollment.

• Collaborate with various departments and team members to ensure timely and accurate completion of administrative tasks and data entry. Attend program meetings.

• Maintain the integrity and confidentiality of client information in compliance with HIPAA and organizational standards.

• Completes other duties as assigned by supervisor.

Qualifications:

• High school diploma required; an associate degree in office administration, business, or a related field preferred.

• Minimum of two years of office experience, preferably in a healthcare or community services environment.

• Proficiency in Microsoft Word, Excel, and Outlook, and ability to quickly learn new software systems, such as EMR systems.

• Transcription skills are needed at times.

• Must be flexible, reliable, and able to work in a fast-paced office environment with excellent communication and organizational skills.

What are some of the things our current staff enjoy while working here?

• Enjoy a competitive benefits and time off package.
• Make a significant impact on and provide valuable input in the overall care and treatment for the children and families that we serve.
• Work with a supportive and diverse team to provide the best care to our clients.
• Receive professional development and training opportunities.
• Have your employment at Orchard Place qualify for the Public Service Loan Forgiveness Program (PSLF). The PSLF forgives the remaining balance on your federal Direct Loans after you make 120 qualifying monthly payments under a qualifying repayment plan while working full time for a qualifying public service employer (such as Orchard Place).

Criminal and abuse registry checks completed as required by Orchard Place's licensing and accreditation standards.