Administrative Specialist

Job Overview We are seeking a dynamic and highly organized Administrative Specialist to join our team! In this vital role, you will serve as the backbone of our office operations, ensuring smooth daily functions and providing exceptional support to staff and clients alike. Your energetic approach and keen attention to detail will help foster a productive, welcoming environment. This paid position offers an exciting opportunity to develop your administrative skills while contributing to a thriving organization committed to excellence.

Responsibilities Reporting Accountability:

Executive Director Working Location:

Waterloo, IA Work Hours Classification:

Part-time - 20-25 Key Responsibilities Putting the needs of others first is deeply rooted in our culture and at the core of everything we do. In providing excellent service, this role helps create an organized, responsive, and inclusive environment. Administrative Operations

• Manage filing systems, both electronic and physical.
• Maintain and organize client notebooks and documentation.
• Support office supply and inventory management.
• Assist with document creation, editing, and compliance updates.
• Provide professional, welcoming communication via phone and email; route requests and respond to routine inquiries.
• Support transition from paper-based processes to electronic documentation
• Assist in development and standardization of forms and documentation Collaboration & Communication
• Maintain strong communication with leadership regarding data, reporting, and system issues.
• Coordinate with staff and external partners to ensure timely and accurate information flow.
• Support preparation for monthly data review meetings. Setworks System Administration & Data Integrity
• Serve as the primary system owner for Setworks; provide guidance and answer staff questions, as needed.
• Maintain accurate, complete, and timely data entry across all users.
• Audit client records, authorizations, wages, goals, and case notes on a regular cadence (weekly or bi-weekly).
• Research and resolve discrepancies in data and reporting.
• Maintain and update employer and client data, as needed.
• Create and maintain training materials and guides for staff (e.g., Setworks user guide)
• Support training new staff on system functionality and expectations. Client Setup and Authorizations
• Set up new clients, including authorizations and goal tracking.
• Monitor authorization expiration dates and proactively notify leadership.
• Coordinate with external partners (Vocational Rehabilitation, MCOs) to obtain reauthorizations.
• Manage temporary authorizations when necessary and reconcile with permanent authorizations.
• Ensure case notes are linked to the correct authorization numbers.
• Track unit usage and communicate remaining units to stakeholders. Reporting & Data Management
• Generate and customize monthly and ad hoc reports.
• Ensure reports are accurate and aligned with leadership needs.
• Support end-of-month reporting processes and provide finalized reports to leadership.
• Prepare and synthesize data for leadership meetings and board reporting. Billing & Documentation
• Create monthly billing forms using system data.
• Ensure accuracy and completeness of billing submissions.
• Maintain documentation required for audits and compliance (CARF, Medicaid, Voc Rehab).
• Support audit preparation by ensuring all client files and documentation are complete.
• Maintain organized records and files while protecting confidentiality and sensitive information. Position Qualifications
• 2+ years of administrative experience (or equivalent combination of education and experience) preferred.
• Experience supporting programs, events, or client-facing services is a plus.
• Proficiency with Microsoft Office (Excel, Word, Outlook, and PowerPoint) and ability to learn new systems quickly.
• Strong organization and follow-through with high attention to detail; able to manage multiple priorities and deadlines.
• Clear, professional written and verbal communication skills, including the ability to use inclusive, respectful language with diverse audiences.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Basic comfort with numbers and spreadsheets to support billing follow-up, tracking, and routine reporting.
• Adaptable, service-oriented, and collaborative; able to anticipate needs and contribute to continuous improvement. Physical Requirements
• Operation of office equipment and using technology efficiently such as computers, phones, misc. office equipment
• Visual abilities to include reading, distance vision and peripheral vision
• Moving throughout facilities when needed.

Join us as an Administrative Specialist and become a key contributor to our vibrant team! Your proactive attitude, organizational prowess, and dedication will help us deliver outstanding support internally and externally. We value energetic professionals eager to grow their administrative expertise in a collaborative setting.

Pay:

$19.00 - $21.00 per hour

Benefits:

Flexible schedule

Work Location:

In person