Program Assistant (Office manager)- Orange City at Hope Haven Inc.

Orange City, Iowa, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Jun, 26

Salary

0.0

Posted On

15 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Computer Skills, Organizational Skills, Communication Skills, Flexibility, Teamwork, Clerical Support, Filing, Scanning, Office Equipment Maintenance, Database Maintenance, Record Keeping, Mail Processing, Billing, Invoicing, Proofreading, Microsoft Word

Industry

Individual and Family Services

Description

Hope Haven is an accredited resource for disability services and advocacy. We offer service programs and support to meet a broad range of needs for children, adults, and families – from physical, mental, and intellectual to residential, vocational, and spiritual. The Program Assistant entails working with a variety of people and services available throughout the agency. Preferred skill set in computer, organizational, and communication skills, with the ability to be flexible and work within a team. This position will be located in Orange City. The hours are 8:00a-4:30p, Monday through Friday. Benefits: Health Insurance coverage by Wellmark Blue Cross Blue Shield Free $15,000 Term Life Insurance Policy 403B Retirement Plan with 8% employer match after one year Flex Spending – put aside pretax dollars used for medical & dependent care reimbursement. Supplemental Benefits: Accident, Critical Illness, Dental, Vision, Short Term Disability, Long Term Disability, and Voluntary Life. Paid Time Off (PTO) and Temporary Medical Leave (TML) Holidays based on status of employment Bereavement Leave Military Leave Jury Duty Employee Assistance Program (EAP) FMLA (Family Medical Leave Act) Student Loan Forgiveness (PSLF Program) BVU Partnership Educational Benefits Pay on Demand with Dayforce Wallet Duties and Responsibilities: Serve as receptionist; welcoming and accommodating all visitors and guests; answering incoming calls and transferring them when needed. Provide clerical support for all departments as requested, including accurate filing, scanning, communication system and office equipment; resolving any malfunctions of equipment in collaboration with contracted service providers if necessary. Assist with the interviewing, hiring, and orientating process where requested. Assist in maintaining Human Resources current databases and the preparation of new employee files where requested. Assist with setting up any transportation needs and/or serving as the ICF/ID liaison for school bus accommodations where needed. Maintaining accurate records of client service plans if applicable. Coordinate the completion and distribution of client service plans to the appropriate support team members if applicable. Process and distribute incoming and outgoing mail, maintaining the postage machine where needed. Perform billing and invoicing requirements where needed. Monitor EHR to assure time sensitive and accurate documentation is completed according to requirements if applicable. Assist with Mental Health Services (i.e. scanning, ordering medical supplies for agency, etc.) if applicable. Purchase items online for the residential department and shop weekly for residential supplies if applicable. Enter employee in-service trainings into CDS and track trainings as requested. Qualifications: Requires high school diploma or equivalent. Completion of an approved office management program or related area and/or one year experience in a program assistant position. Requires skills in Microsoft Word, Excel, Google, and ability to learn agency EMS. Requires knowledge in personal computer operations. Flexible and willing to complete training per service requirement. Ability to follow through with oral and written information/ direction. Excellent proofreading skills, organizational skills, and accuracy. Valid Class C driver’s license required, unless driving a vehicle with a capacity of 8 or more, than a Class “D” license will be required and be an insurable driver with our insurance company. Reliable personal vehicle and proof of state minimum insurance coverage. Ability to pass physical. Clearance from all applicable background checks as required by service standards. Physical Requirements: Requires physical ability to sit for long periods of time. Ability to operate a computer, Ability to use/operate a telephone. If this all sounds like a good fit, you are here for a reason. Apply today. We offer competitive compensation, benefits, and scheduling. And you’ll be able to put your gifts to good use, which comes with its own amazing rewards.

Responsibilities

The Program Assistant will serve as the receptionist, managing visitor greetings, handling incoming calls, and providing comprehensive clerical support across various departments, including filing and equipment maintenance. Responsibilities also involve assisting with HR processes, coordinating transportation needs, maintaining client service plan records, processing mail, and handling billing and invoicing tasks.