Receptionist​/Office Assistant

Position: Receptionist / Office Assistant
Location: Tallahassee

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.

Direct visitors to the appropriate department(s)/person(s) as needed. Serve as the first point of contact for visitors, residents, families, and vendors. Ensure a welcoming, professional environment by greeting and directing guests, following facility check-in procedures, and maintaining visitor logs.

Monitor all sign in and out sheets and update as needed.

Types letters, memorandums as needed and distribute them, proof read material for accuracy.

Maintain an organized, efficient and effective method filing system.

Responsible for ensuring the upkeep and servicing of office equipment, phones, copy machine, computers etc.

Retrieve, organize and distribute mail. Sort, open, and distribute incoming mail. Prepare outgoing mail, including packing, postage, and courier arrangements. Track deliveries and coordinate with shipping services as needed.

Make copies of forms, distribute and post memos and announcements to appropriate personnel.

Maintain resident’s central and floor binder, current and updated, and request missing documentation as needed; identify any discrepancies and promptly report them to the ICF Administrator.

Create a new resident binder containing all required documents.

Create new resident face sheets and update existing ones as needed.

Update the Floor binder documentation at the beginning of each month.

Forward or electronically transmit medical invoices/bills to the Guardianship Group or the originating sender.

Maintain in-service binder by month (original copies).Maintain an updated list of staff contacts and phone numbers; updates staff roaster for each house.

Maintain an updated list of Residents; updates resident’s roaster for each house (as needed).Maintain an updated list of Guardian contact numbers; updates Guardian roaster for each house (as needed).Prepares IP and Quarterly meeting invites, letters, activity invites and Resident support surveys to Guardian and families and follow-up on as needed.

Forward medical consents to Guardians and Families and follow-up on as needed.

Assists with document maintenance and destruction in accordance with ASC’s records retention policies.

Purchase all needed office supplies. Monitor office supply levels and reorder items as needed to prevent shortages. Keep inventory organized and accessible. Support staff in locating necessary forms, materials, or office tools.

Create and post individualized hygiene need charts for residents, including attend sizing and toothbrush cover color-coding, to support proper personal care routines.

Assist with scheduling meetings, sign-in sheets, and minutes for staff meetings, Circle of Support meetings, or administrative reviews. Assist in room setup and technology needs and prepare necessary materials.

Prepare informational packets, brochures, and forms used during tours, intake meetings, or admission assessments. Maintain organized marketing materials for prospective residents and agencies.

Maintain locked storage for sensitive files and ensure proper authorization for file access.

Support Residential Managers with all monthly Shift Supervisor(s) documents.

Provide requested documentation to relevant departments in a timely and organized manner.

Coordination Support Services Schedule 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.

Oversee the functionality of office equipment such as printers, copiers, fax machines, phones, postage machines, and shredders, etc.

Perform basic troubleshooting, submit maintenance requests, and coordinate service repairs when necessary.

Track 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,…