Receptionist / Office Assistant

Position Summary: The Office Assistant is responsible for providing administrative and operations support in all aspects of the Pembroke Pines Cluster’s daily operations. 

1. General Duties: 

1. Screens incoming calls and takes accurate messages in a professional manner.
2. 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.
3. Monitor all sign in and out sheets and update as needed.
4. Types letters, memorandums as needed and distribute them, proof read material for accuracy. 
5. Maintain an organized, efficient and effective method filing system. 
6. Responsible for ensuring the upkeep and servicing of office equipment, phones, copy machine, computers etc.
7. 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.
8. Make copies of forms, distribute and post memos and announcements to appropriate personnel.
9. 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. 
10. Create a new resident binder containing all required documents. 
11. Create new resident face sheets and update existing ones as needed.
12. Update the Floor binder documentation at the beginning of each month.
13. Forward or electronically transmit medical invoices/bills to the Guardianship Group or the originating sender.
14. Maintain in-service binder by month (original copies). 
15. Maintain an updated list of staff contacts and phone numbers; updates staff roaster for each house. 
16. Maintain an updated list of Residents; updates resident’s roaster for each house (as needed).
17. Maintain an updated list of Guardian contact numbers; updates Guardian roaster for each house (as needed). 
18. Prepares IP and Quarterly meeting invites, letters, activity invites and Resident support surveys to Guardian and families and follow-up on as needed.  
19. Forward medical consents to Guardians and Families and follow-up on as needed.  
20. Assists with document maintenance and destruction in accordance with ASC’s records retention policies. 
21. 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.
22. Create and post individualized hygiene need charts for residents, including attend sizing and toothbrush cover color-coding, to support proper personal care routines.
23. 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.
24. Prepare informational packets, brochures, and forms used during tours, intake meetings, or admission assessments. Maintain organized marketing materials for prospective residents and agencies.
25. Maintain locked storage for sensitive files and ensure proper authorization for file access.
26. Support Residential Managers with all monthly Shift Supervisor(s) documents.
27. Provide requested documentation to relevant departments in a timely and organized manner.  

1. Coordination Support Services    

1. Schedule maintenance or supply refills when needed. 
2. Ensures that all required repairs (facilities/computer/equipment/transportation) related issues are logged in TCG and followed up on. 
3. Oversee the functionality of office equipment such as printers, copiers, fax machines, phones, postage machines, and shredders, etc. 
4. Perform basic troubleshooting, submit maintenance requests, and coordinate service repairs when necessary.
5. Track linen count on an inventory sheet for each house.
6. 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, active shooter etc. 
7. Support staff in communicating during emergency situations by contacting appropriate personnel, distributing alerts, and ensuring key information is relayed efficiently and accurately.
8. Assist in maintaining MSDS/SDS sheets, disaster plan binders, and safety signage. Help verify that posted materials meet regulatory standards and are updated as policies or state requirements change.
9. Collect van check logs and van audits weekly (keep in binder).
10. Proofread ISPs in collaboration with the QIDP and submits them in a timely manner to the Social Worker with all supporting documentation. 
11. Acts as the Liaison/contact person for Therap.
12. Send Therap reports to the managers and supervisors to include ISP goals, sleep log and I & O’s. 
13. Inspect and document the status of all fire extinguishers on campus within the first week of each month. 
14. File and maintain all facility inspection documents, licenses, and reports received from state facilities. 
15. Assist together with Recreation personnel in research and coordinate community outing opportunities for residents, and communicate plans by sending detailed emails to the team, including the nursing department.
16. Assisting Recreation personnel with the monthly activity calendar. 
17. Coordinate printer maintenance, including monitoring supply levels and ordering ink or other materials as needed.  
18. Review, make copies of, and distribute Quality Assurance paperwork in collaboration with Quality Assurance personnel.
19. Follow HIPAA and facility confidentiality policies at all times.
20. Communicate effectively with interdisciplinary team members, including nursing, therapy, dietary, and administrative staff.
21. Relay messages and updates clearly and promptly.
22. Assist in coordinating transportation, activities, or events for residents when needed.
23. Keep bulletin boards, communication binders, email lists, and messaging systems updated and accurate. Ensure outdated information is promptly removed. 
24. Performs any other duties and special projects as assigned by Executive Director/ICF Administrator.

1. Workplace Safety

1. Ensures that all necessary warning signs are posted. 
2. Reports physical plant, safety and maintenance and infection control concerns and non-compliance.
3. Issues Safety Alerts as necessary and follows up to ensure they are properly implemented in all affected departments.

1. Monitoring and Quality Assurance

1. Supports the delivery of services by conducting internal audits, participating in external surveys, reviewing documentation, reports and records, etc. for consistent quality and compliance with regulations, policies and procedures. 
2. Assist with maintaining required logs, audits, and documentation for state and federal ICF regulations.
3. Prepare materials for surveys, inspections, and audits.
4. Maintain up-to-date forms, policies, and emergency contact lists.

MINIMUM EDUCATION AND WORK EXPERIENCE REQUIREMENTS:

1. High School diploma or GED; 2 years administrative experience. 
2. Associate / Bachelor’s Degree preferred; Minimum of one-year administrative experience, required.
3. ICF Operational experience is a plus!
4. Effective problem-solving, reasoning, and critical thinking skills.
5. Must be able to follow-up on tasks and meet hard deadlines with minimal supervision 
6. Computer literate (Microsoft Office Suite and/or Google Workspace)
7. 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:  ASC is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will attempt to make reasonable accommodations when necessary. The following are abilities and physical requirements for this position at ASC:

1. 1. Able to lift 50 lbs. safely and appropriately utilizing standard orientation techniques.
   2. May be exposed to short, intermittent, and/or prolonged periods of sitting, standing, and/or squatting in the performance of job duties.
   3. Must be able to hear see, and communicate effectively in writing, using the English language, with or without reasonable accommodation. 
   4. Ability to work cooperatively with all levels of staff, exercising effective problem-solving, reasoning, and critical thinking skills.
   5. May be required to accomplish job duties using various types of equipment/supplies to include, but not limited to, pens, pencils, calculators, computer keyboards, telephone, etc.
   6. A moderately sedentary position requiring computer and telephone work.