Office Manager I - Nebraska Peer Center

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 Office Manager supports the Nebraska Peer Center by providing administrative support to multiple programs and helping ensure the office operates efficiently and effectively. This position assists staff with staying organized, manages day-to-day office responsibilities, and coordinates office and facility needs. As the primary person stationed at the front desk, the Office Manager monitors the flow of clients, visitors, and staff entering and exiting the building, serving as the first and last point of contact for visitors and ensuring a welcoming, professional, and organized environment. The role requires strong organizational, communication, problem-solving, and decision-making skills, as well as the ability to manage multiple priorities, interact professionally with clients and visitors, and work independently. The Office Manager works under the direction of the Office and Systems Coordinator and Program Director(s) to support the overall success and smooth operation of the Nebraska Peer Center.

Comprehension: between $18.97 and $22.62 per hour (wage is determined by total years of relevant experience) Work Schedule: Monday - Friday; 8:30am to 4:30pm

Click to see benefits and company perks

MINIMUM QUALIFICATIONS

• One to three years of relevant office management experience
• Associate’s degree
• Strong relationship building skills
• Proficiency in basic office skills and strong computer skills

Essential Duties and Responsibilities

• Provide comprehensive administrative support, including client file management, data entry, authorization tracking, and report generation through the Electronic Health Record (EHR) system.
• Maintain accurate and compliant client databases; complete intake processes such as registration and appointment scheduling.
• Support the Program Director and collaborate with fiscal staff to resolve billing, accounts receivable, and financial documentation needs.
• Collect, track, and report program data, including monthly productivity metrics and daily/participant attendance.
• Complete grant-related data entry and reporting using EHR and state systems.
• Coordinate and maintain scheduling for program services, including mental health and substance use evaluations, using established tools and intake materials.
• Oversee office operations by monitoring equipment, coordinating maintenance/repairs, ordering supplies, assisting with mail distribution, and with credit card receipt tracking.
• Serve as the primary point of contact for office equipment and facility-related needs.
• Maintain and organize shared drives and Teams platforms, including file management, document uploads, and spreadsheet creation.
• Assist with onboarding and training of new employees as needed.
• Identify opportunities to improve office systems and workflows; collaborate across programs to increase efficiency.
• Manage fleet vehicles and coordinate safety/compliance tasks, including fire and tornado drills and monthly inspections.
• Travel to other HFS offices as needed (less than 20%)
• Demonstrate knowledge of agency programs and community resources to effectively support client needs and referrals.
• Support community outreach, engagement, and fundraising efforts by fostering connections within the community.
• Attends the monthly agency-wide Office Manager’s meetings.
• Maintain a dynamic self-care plan and perform other program-related duties as assigned.
• Strive to make connections between the agency and the larger community whenever possible to contribute to the agency’s ongoing fundraising and friend-raising efforts
• Essential functions of this job are to be performed on company physical work site.