Administrative Support Worker

Job Description

Job Description

Are you dependable, compassionate, professional, and passionate about supporting people with developmental disabilities?

SIGN ON BONUS AFTER 90 DAYS OF EMPLOYED

PART TIME, FULL TIME AND PRN POSITIONS NEEDED

Destiny Quality Care, LLC is seeking an experienced, dependable, and highly organized Administrative Support Professional to become an essential member of our team. We are looking for a seasoned professional who demonstrates initiative, sound judgment, attention to detail, excellent communication skills, and the ability to anticipate needs and follow through without requiring constant direction. The ideal candidate is reliable, resourceful, professional, and capable of managing multiple administrative responsibilities while helping maintain an organized and efficient office.

Our Administrative Support Professional must also share DQC’s commitment to providing exceptional services to adults with autism, Down syndrome, intellectual disabilities, and other developmental disabilities. The successful candidate will understand the importance of confidentiality, professionalism, accurate documentation, dignity, safety, individual choice, independence, community inclusion, and respect.

We are especially interested in someone who does more than simply complete assigned tasks. We are seeking a proactive team member who recognizes what needs to be done, takes appropriate initiative, solves problems, follows through on responsibilities, and takes pride in helping the organization operate successfully.

If you are an experienced administrative professional who is dependable, self-motivated, organized, compassionate, and looking for an opportunity where your skills and initiative will truly make a difference, Destiny Quality Care, LLC would like to hear from you.

ABOUT DESTINY QUALITY CARE, LLC

Destiny Quality Care, LLC provides person-centered services to adults with autism, Down syndrome, intellectual disabilities, and other developmental disabilities. We are committed to promoting dignity, safety, individual choice, independence, community inclusion, and respect for the individuals we serve our “Gems.”

We are seeking a seasoned, highly organized, dependable, motivated, and proactive Administrative Support Professional to provide direct support to the Administrator and take ownership of the daily administrative functions of our front office.

WHO WE ARE LOOKING FOR

This is not an entry-level administrative position.

We are seeking an experienced professional who can work independently, take initiative, anticipate needs, manage competing priorities, and follow responsibilities through to completion without requiring constant direction.

The successful candidate will serve as a trusted administrative right hand to the Administrator and will play an important role in keeping the office, calendar, employee records, client documentation, administrative deadlines, and electronic records organized and current.

We need someone who sees what needs to be done and appropriately takes action.

KEY RESPONSIBILITIES

Administrative & Front Office Management

• Take ownership of daily front-office administrative operations.
• Provide direct administrative support to the Administrator.
• Maintain the Administrator’s calendar, appointments, meetings, reminders, deadlines, and scheduled commitments.
• Identify scheduling conflicts and assist with prioritizing upcoming responsibilities.
• Answer telephone calls and communicate professionally with families, guardians, employees, applicants, support coordinators, providers, and other professionals.
• Greet visitors and maintain a professional and welcoming front-office environment.
• Monitor correspondence, messages, emails, and follow-up items as assigned.
• Prepare letters, forms, notices, reports, spreadsheets, memos, and other professional documents.
• Maintain organized electronic and paper filing systems.
• Schedule interviews, meetings, employee trainings, appointments, and company activities.
• Maintain adequate office supplies and anticipate administrative needs.

CLIENT DOCUMENTATION & ELECTRONIC RECORDS

A significant part of this position involves maintaining accurate, timely, and confidential client documentation.

• Enter client service notes and other authorized documentation into designated electronic systems.
• Upload completed client documentation into the appropriate system.
• Maintain and organize client notations and administrative records.
• Monitor client documentation to help ensure required notes are received and entered within established timeframes.
• Review documentation for completeness and identify missing information for appropriate follow-up.
• Track outstanding service notes and other required documentation.
• Maintain organized electronic and paper client records.
• Scan, upload, label, and appropriately file documentation.
• Assist with maintaining current client records and required administrative information.
• Follow established DQC procedures for documentation and record retention.
• Maintain strict confidentiality of client information.
• Handle protected and sensitive information professionally and appropriately.
• Assist the Administrator with documentation preparation for internal reviews, monitoring, audits, or other authorized reviews.
• Learn and follow applicable DQC and APD documentation procedures.
• Perform accurate data entry with strong attention to detail.

Accuracy is essential. The individual selected for this position must understand that client documentation is an important part of service delivery and compliance and must be handled carefully, accurately, confidentially, and within required timeframes.

EMPLOYEE RECORDS & COMPLIANCE SUPPORT

• Maintain organized employee personnel and training files.
• Assist with new-employee onboarding documentation.
• Monitor required employee documents and training records.
• Track training certificates, renewal dates, and expiration dates.
• Assist with maintaining background-screening and employment documentation.
• Maintain employee acknowledgment forms and company training records.
• Notify the Administrator of missing, incomplete, or approaching-expiration documentation.
• Assist with preparation of personnel records for internal reviews and monitoring.

EXECUTIVE ADMINISTRATIVE SUPPORT

The successful candidate must be comfortable helping the Administrator remain organized and prepared by:

• Managing the Administrator’s calendar.
• Scheduling and confirming appointments.
• Maintaining reminders for deadlines, meetings, renewals, and commitments.
• Preparing information and documents for upcoming meetings.
• Maintaining organized lists of pending administrative matters.
• Following up on outstanding assignments.
• Keeping the Administrator informed of important deadlines and unresolved matters.
• Anticipating routine administrative needs.
• Protecting confidential and sensitive information.

REQUIRED QUALIFICATIONS

• Previous administrative support, executive assistant, office management, healthcare administration, or comparable professional experience.
• Strong computer and data-entry skills.
• Experience working with electronic recordkeeping or database systems.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to work independently with minimal supervision.
• Demonstrated initiative and follow-through.
• Professional written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Strong document-management and filing skills.
• Ability to learn new electronic systems.
• Experience using email, electronic calendars, Microsoft Office, or comparable business software.
• Ability to maintain confidential and sensitive information.
• Dependability and punctuality.
• Professional judgment and problem-solving skills.
• Ability to appropriately recognize when something requires the Administrator’s attention.

WHAT SUCCESS LOOKS LIKE AT DQC

We are looking for someone who becomes familiar enough with the daily administrative operations of DQC to recognize what needs attention.

EMPLOYMENT & SCREENING REQUIREMENTS

Applicants selected for positions involving direct service must meet applicable APD screening and eligibility requirements before direct contact with individuals served. Requirements include:

APD Level 2 Background Screening through the Care Provider Background Screening Clearinghouse (FBI/FDLE) with an eligible result. Local Criminal Records Check conducted and certified by the appropriate local law-enforcement agency. APD Attestation of Good Moral Character, as applicable.

Successful completion of required orientation, training, documentation, and company onboarding requirements.

Reliable attendance, professional conduct, respect for individual rights, and a commitment to a safe, abuse-free, neglect-free, exploitation-free environment.

If you have the heart, professionalism, and dependability to make a difference, we want to hear from you!

Apply to DESTINY QUALITY CARE, LLC today.

Destiny Quality Care, LLC teaches life enrichment skills to adults with disabilities. We also provide transportation services to adults with disabilities to locations across the Tampa Metro Area.

Company Description

Destiny Quality Care, LLC teaches life enrichment skills to adults with disabilities. We also provide transportation services to adults with disabilities to locations across the Tampa Metro Area.