Administrative Support

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 The Administrative Support Specialist provides front desk and administrative support across all office locations in Nebraska and Iowa as coverage needs arise. While this position will have a designated home office, the individual will be responsible for providing support across multiple locations and programs. This role offers valuable administrative insight into program operations. This position does require a possible closing shift one to two nights a week depending on need. Primary duties include serving as the first point of contact for clients and visitors, performing clerical tasks such as data entry, and conducting phone-based communication with clients. The Support Specialist will also perform skilled administrative duties of a broad and varied nature, requiring a wide knowledge base. This position requires strong initiative, sound judgment, effective problem-solving abilities, and excellent organizational skills. Adaptability is essential, as the Administrative Support Specialist may travel frequently between office locations to meet coverage needs. Compensation Between $16.51 and $19.69 per hour (wage is determined by total years of relevant experience). Work Schedule To be discussed during interview (37.5 hours per week including one or two evenings per week depending on need). Minimum Qualifications Associates Degree preferred; but not required Four years experience Proficiency in basic office skills and personal computer skills Must be willing to work one or two evenings per week if coverage is needed. Essential Duties And Responsibilities Perform reception duties, including accurately taking messages and providing appropriate directions to clients and the general public; assisting visitors, clients, and staff with inquiries. Schedule client appointments in a timely and accurate manner. Complete data entry and upload files in internal and external databases, including electronic health record(s), ensuring accuracy and timeliness. Demonstrate knowledge of current community resources and Heartland Family Service programs to appropriately meet client needs. Ensure client databases are maintained in accordance with established procedures. Assist in coordinating client groups and events, including preparing conference spaces, ordering food, and maintaining registration lists. Maintain a courteous, professional, and caring demeanor at all times when interacting with clients, volunteers, visitors, and staff. Cooperate and collaborate effectively with program staff, volunteers, and other agency personnel. Demonstrate punctuality and dependability regarding scheduling and attendance; maintain a clean and organized reception area and perform opening and/or closing duties as assigned. Comply with all agency and program-specific policies, procedures, and requirements. Participate in internal and external training opportunities to develop personal and program-related skills, including the use of printed and audio/visual materials. Demonstrate the ability to work independently with minimal supervision as well as collaboratively within a team environment. Perform other program- or office-related duties as assigned. #J-18808-Ljbffr