Office Assistant
The Mothers Milk Bank at Austin is a non-profit organization whose mission is to accept, pasteurize, and dispense donor human milk by physician prescription primarily to premature and ill infants. Founded in 1998, we are the second largest milk bank in the U.S. and a leading member of the Human Milk Banking Association of North America.
This position reports to the Clinical Director and works closely with the Executive Director.
Duties include:
Reception
Welcome visitors, volunteers, donors and vendors
Manage phone system including answering and routing incoming calls
Manage general email inquiries
Office
Order office supplies and manage inventory
Process and distribute incoming/outgoing mail
Pick up supplies and run errands as needed
Supervise office volunteers
Coordinate IT services and related equipment as needed
Human Resources
Manage paperwork and benefits for current and new employees
Shipping
Serve as back up to pack and deliver orders, containers, coolers, and/or donor packets and forms when necessary
Create packing slips/air bills, arrange and track shipment/delivery for orders
Pursue claims and transportation reimbursement on lost/damaged shipments
Finance
Submit all Medicaid and private insurance claims
Submit monthly work study and grant reimbursements
Enter donations and manage gift acknowledgement
Create invoices and receive payments, issuing receipts as appropriate
Perform follow up on payment (mail statements, call clients regarding balances, review aging summary monthly)
Receive bills, verify charges for accuracy and code all charges appropriately
Collect debit and credit card receipts from staff
Coordinate invoicing with bookkeeper, spot check for accuracy
Prepare and make deposits
Call in payroll to payroll service
Oversee coding process and operations budget with Executive Director
Assist with preparing for annual audit, including year-end write offs
Support accounts payable and receivable and maintain organized filing system for vendors
Board
Remind board members of upcoming meetings and prepare board handbooks as requested
Recepients/Cient Management
Receive Charitable Care Applications, forward as appropriate to Clinical Director and Executive Director
Under supervision of Clinical Director, record and accept orders from recipients and hospitals, assist in balancing orders with milk availability and communicate with other milk banks as necessary
Required qualifications:
Bachelors or Associates Degree
2 years office experience
Minimum 2 years experience with Quickbooks
Minimum 1 year experience in medical billing
Experience with fundraising software preferred
Highly organized, ability to multitask, and balance multiple priorities
Flexible, adaptable nature and ability to thrive under pressure
Excellent attention to detail
Mastery of Microsoft Office: Word, Outlook, Access, Excel and Quickbooks
Must have strong communication and interpersonal skills and the ability to take initiative in a busy and changing environment
Pay is commensurate with experience. Benefits included. Please send resume, references and cover letter to rachel@milkbank.org No hand deliveries or phone calls, please. We will accept resumes until the position is filled.
- Location: Central Austin
- Compensation: Pay is commensurate with experience. Benefits included.
- This is at a non-profit organization.
- Principals only. Recruiters, please don't contact this job poster.
- Please, no phone calls about this job!
- Please do not contact job poster about other services, products or commercial interests.