Office Support Staff

Office Support Staff

Salary Range $15.00 - $18.00 Hourly Position Type Part Time Education Level High School Diploma or GED

Description

Are you ready to make a difference in our community? At Jewish Community Services of South Florida (JCS), you'll join a team of passionate professionals dedicated to making a positive impact in the lives of those we serve. Joining our team means contributing to a well-respected organization with over a century of service to the South Florida community, rooted in the values of compassion, inclusivity, and resilience. Our team members find purpose in empowering individuals and families through meaningful programs and initiatives. We foster a collaborative environment where your talents are valued, and you'll have opportunities for personal and professional growth. If you're looking to be part of an organization that values your contributions and promotes a culture of unity and support, JCS is the place to be.

The Office Support Staff manages a variety of general office activities by performing the following duties personally or through subordinate supervisors. Reports directly to and is supervised by the appointed Director or Clinical Supervisor at the assigned location.

SCHEDULE: Monday through Thursday, 3:00pm 8:00pm

Essential DUTIES AND RESPONSIBILITIES:

Responsibilities include the following, and other duties may be assigned:

• Analyzes and organizes office operations and procedures such as information management, filing systems, requisition of supplies, and other clerical services
• Maximizes office productivity through proficient use of appropriate software applications
• Maintains contact with customers and outside vendors. Coordinates ordering of supplies and materials
• Monitors the security of the facility and the equipment contained therein
• Reviews the staff's weekly schedules, ensuring coverage, calling clients to confirm daily appointments, making notations of client cancellations
• Responsible for the collection of in person client fees and recording payments in the electronic health record system. Completes transmittal forms recording fees collected and submits to the fiscal department
• Completes initial insurance verifications for clients as assigned
• Coordinates office coverage with regard to vacation and leave schedules
• Delivers or assigns delivery of interoffice mail at least weekly
• Maintains file with agreements, important documents, CARF standards and all reports from funders
• Monitors the office as a whole with emphasis on staff professionalism and client decorum.
• Develops a positive working relationship with the building management and reports difficulties with facility to both the JCS Facility Manager and the building manager
• Completes other tasks or projects as assigned by direct supervisor

Supervisory Responsibilities:

Affords administrative leadership and carries responsibilities for the overall administrative and support operations of the office. Maintains a close and highly responsive relationship of the day to day activities of the staff. Works independently, receiving a minimum of detailed supervision and guidance. Performs varied clerical duties requiring knowledge of office routine and an understanding of the organization, programs and procedures related to the work of the office. Will carry out such activities as is necessary to ensure that the office is a stable and accessible base from which agency services are provided.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
• To perform this job successfully, an individual should have knowledge of Database software; Design software; Internet software; Order processing systems; Spreadsheet software and Word Processing software is a plus
• Excellent typing, word processing and familiarization with the basics of computer.
• Typing written or dictated letters or reports, proof reading, reviewing corrections in the author and finalizing in accurate form
• Must have reliable transportation

Other Skills and Abilities :

• Ability to read and write fluently in English. Spanish or any other language is a plus
• Answering multi-line telephone and directing calls to the proper person
• Responding to routine telephone request which have standard answers, refers calls and visitors to appropriate staff
• Distributing all mail and taking responsibility for its receipt by the staff person
• With administrative supervision and training, setting clinical fees
• Establishing and maintaining office and clinical files
• Ensuring sufficient copies of all office forms
• Working hours that meet the need of the particular office, possibly including four evenings per week
• Requisitioning supplies, printing, maintenance or other services or repairs either independently or through Fiscal at the Central Administrative Office