Receptionist / Office Assistant

Job Details Job Title: Office Assistant Location: Pembroke Pines Cluster, Pembroke Pines, FL 33025 Position Type: Full Time Salary Range: $20.00 per hour Travel: None Shift: Day Education Level: High School Position Summary The Office Assistant is responsible for providing administrative and operations support in all aspects of the Pembroke Pines Cluster’s daily operations. Areas of Responsibility General Duties Screens incoming calls and takes accurate messages in a professional manner. Directs visitors to the appropriate departments or persons as needed; serves as the first point of contact for visitors, residents, families, and vendors. Ensures a welcoming, professional environment by greeting and directing guests, following facility check‑in procedures, and maintaining visitor logs. Monitors all sign‑in and sign‑out sheets and updates them as needed. Types letters and memorandums as needed and distributes them; proof‑reads materials for accuracy. Maintains an organized, efficient, and effective filing system. Manages the upkeep and servicing of office equipment, phones, copy machine, computers, etc. Retrieves, organizes, and distributes mail; sorts, opens, and distributes incoming mail; prepares outgoing mail including packing, postage, and courier arrangements; tracks deliveries and coordinates with shipping services. Makes copies of forms, distributes and posts memos and announcements to appropriate personnel. Maintains resident’s central and floor binders, keeps them current and requests missing documentation; identifies discrepancies and promptly reports them to the ICF Administrator. Creates new resident binders containing all required documents. Creates new resident face sheets and updates existing ones as needed. Updates the floor binder documentation at the beginning of each month. Forwards or electronically transmits medical invoices/bills to the Guardianship Group or the originating sender. Maintains in‑service binder by month (original copies). Maintains an updated list of staff contacts and phone numbers; updates staff roster for each house. Maintains an updated list of residents and updates resident roster for each house as needed. Maintains an updated list of guardian contact numbers; updates guardian roster for each house as needed. Prepares IP and quarterly meeting invites, letters, activity invites, and resident support surveys to guardians and families and follows up as needed. Forwards medical consents to guardians and families and follows up as needed. Assists with document maintenance and destruction in accordance with ASC’s records retention policies. Purchases all needed office supplies; monitors office supply levels and reorders items as needed to prevent shortages; keeps inventory organized and accessible; supports staff in locating necessary forms, materials, or office tools. Creates and posts individualized hygiene need charts for residents, including attendance sizing and toothbrush cover color‑coding, to support proper personal care routines. Assists with scheduling meetings, sign‑in sheets, and minutes for staff meetings, Circle of Support meetings, or administrative reviews; assists in room setup and technology needs and prepares necessary materials. Prepares informational packets, brochures, and forms used during tours, intake meetings, or admission assessments; maintains organized marketing materials for prospective residents and agencies. Maintains locked storage for sensitive files and ensures proper authorization for file access. Supports Residential Managers with all monthly Shift Supervisor documents. Provides requested documentation to relevant departments in a timely and organized manner. Coordination Support Services Schedules maintenance or supply refills when needed. Ensures that all required repairs (facilities, computer, equipment, transportation) related issues are logged in TCG and followed up on. Oversees the functionality of office equipment such as printers, copiers, fax machines, phones, postage machines, and shredders. Performs basic troubleshooting, submits maintenance requests, and coordinates service repairs when necessary. Tracks linen count on an inventory sheet for each house. Coordinates updates to the emergency phone list with ASC Front desk Receptionist; forwards a copy to the Broward County Emergency Management office during emergency disasters, hurricane, bomb threats, or active shooter situations. Supports staff in communicating during emergency situations by contacting appropriate personnel, distributing alerts, and ensuring key information is relayed efficiently and accurately. Assists in maintaining MSDS/SDS sheets, disaster plan binders, and safety signage; verifies that posted materials meet regulatory standards and are updated as policies or state requirements change. Collects van check logs and van audits weekly (keeps them in binder). Proofreads ISPs in collaboration with the QIDP and submits them in a timely manner to the Social Worker with all supporting documentation. Acts as the liaison/contact person for Therap. Send Therap reports to the managers and supervisors to include ISP goals, sleep log and I & O’s. Inspects and documents the status of all fire extinguishers on campus within the first week of each month. Files and maintains all facility inspection documents, licenses, and reports received from state facilities. Assists together with Recreation personnel in researching and coordinating community outing opportunities for residents and communicates plans by sending detailed emails to the team, including the nursing department. Assists Recreation personnel with the monthly activity calendar. Coordinates printer maintenance, including monitoring supply levels and ordering ink or other materials as needed. Reviews, makes copies of, and distributes Quality Assurance paperwork in collaboration with QA personnel. Follows HIPAA and facility confidentiality policies at all times. Communicates effectively with interdisciplinary team members, including nursing, therapy, dietary, and administrative staff. Relays messages and updates clearly and promptly. Assists in coordinating transportation, activities, or events for residents when needed. Keeps bulletin boards, communication binders, email lists, and messaging systems updated and accurate; ensures outdated information is promptly removed. Performs any other duties and special projects as assigned by Executive Director or ICF Administrator. Workplace Safety Ensures that all necessary warning signs are posted. Reports physical plant, safety and maintenance and infection control concerns and non‑compliance. Issues safety alerts as necessary and follows up to ensure they are properly implemented in all affected departments. Monitoring and Quality Assurance Supports the delivery of services by conducting internal audits, participating in external surveys, reviewing documentation, reports, and records for consistent quality and compliance with regulations, policies and procedures. Assists with maintaining required logs, audits, and documentation for state and federal ICF regulations. Prepares materials for surveys, inspections, and audits. Maintains up‑to‑date forms, policies, and emergency contact lists. Qualifications High School diploma or GED; 2 years administrative experience. Associate or Bachelor’s degree preferred; minimum of one year administrative experience required. ICF operational experience is a plus. Effective problem‑solving, reasoning, and critical thinking skills. Must be able to follow up on tasks and meet hard deadlines with minimal supervision. Computer literate (Microsoft Office Suite and/or Google Workspace). Must be able to effectively communicate with peers, vendors, and supervisor in a professional manner both written and verbally. Working Conditions Primary duties are in an office environment with moderate noise levels. Typical schedule is regular business hours but may require evenings and weekends to meet deadlines and manage employee relations issues. Essential Functions and Physical Requirements Able to lift 50 lbs. safely and appropriately utilizing standard orientation techniques. May be exposed to short, intermittent, and/or prolonged periods of sitting, standing, and/or squatting in the performance of job duties. Must be able to hear, see, and communicate effectively in writing, using the English language, with or without reasonable accommodation. Ability to work cooperatively with all levels of staff, exercising effective problem‑solving, reasoning, and critical thinking skills. May be required to accomplish job duties using various types of equipment or supplies to include, but not limited to, pens, pencils, calculators, computer keyboards, telephone, etc. A moderately sedentary position requiring computer and telephone work. #J-18808-Ljbffr Ann Storck Center