Program Assistant (Office manager)- Orange City

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.