About the position
The Office Support Staff position at Jewish Community Services of South Florida is a part-time role that involves managing a variety of general office activities. This position is essential for ensuring the smooth operation of the office and reports directly to the appointed Director or Clinical Supervisor at the assigned location. The Office Support Staff will be responsible for analyzing and organizing office operations and procedures, which include information management, filing systems, and requisition of supplies. The role requires maximizing office productivity through proficient use of appropriate software applications and maintaining contact with customers and outside vendors. In addition to these responsibilities, the Office Support Staff will coordinate the ordering of supplies and materials, monitor the security of the facility and its equipment, and review staff schedules to ensure adequate coverage. This includes calling clients to confirm daily appointments and making notations of client cancellations. The position also involves collecting in-person client fees, recording payments in the electronic health record system, and completing transmittal forms for fees collected. The staff member will be responsible for initial insurance verifications for clients and coordinating office coverage regarding vacation and leave schedules. The Office Support Staff will also maintain a file with agreements, important documents, CARF standards, and reports from funders. They will monitor the office environment, emphasizing staff professionalism and client decorum, and develop positive working relationships with building management. The role requires a proactive approach to completing other tasks or projects as assigned by the direct supervisor. This position affords administrative leadership and carries responsibilities for the overall administrative and support operations of the office, ensuring that the office remains a stable and accessible base for agency services.
Responsibilities
- 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.
Requirements
- 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.
- 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.
Nice-to-haves
- Fluency in Spanish or any other language is a plus.
- Experience with answering multi-line telephone and directing calls to the proper person.
- Experience in responding to routine telephone requests which have standard answers, referring calls and visitors to appropriate staff.
Benefits
- Health insurance
- Dental insurance
- 401(k)
- Paid time off
- Vision insurance
