Office Services Assistant

The Moorings Park Instituteorporated•Naples, FL

5d•Onsite

About The Position

Join the Team at Moorings Park as an Office Services Assistant in our newest Assisted Living, GardenView! Moorings Park is an award-winning, purpose-driven organization where people are valued, growth is encouraged, and excellence is celebrated. We have a nationally recognized workplace culture, exceptional benefits, and a commitment to partner engagement. Moorings Park Communities is a nationally recognized Life Plan organization with three distinctive campuses in Naples, Florida, dedicated to creating Simply the Best® workplaces through a culture of excellence, compassion, innovation, and service. We have earned four 2026–2027 Novare Employee Satisfaction & Engagement Certifications, reflecting our commitment to creating an exceptional workplace. Our mission is to deliver exceptional experiences that honor every individual—ensuring they feel heard, respected, and supported. Our vision is to reimagine longevity for America through thoughtfully designed communities and personalized services. Our creed is to empower individuals to belong, connect, and flourish—nurturing mind, body, and spirit. Our core values include Integrity & Ethics, Not-for-Profit Stewardship, Service: Compassion & Hospitality, Passion, Innovation & Learning, Respect & Belonging, and Excellence.

Requirements

Excellent oral and written communication skills in the English language required.
High school diploma or equivalent.
Long term care or healthcare experience preferably.
Knowledge of medical terminology.
Minimum two years’ experience working in a office setting.
Proficient with MS Office (Word, Excel and Outlook).

Nice To Haves

Training as a Medical Records Secretary or equivalent preferable, but not mandatory.

Responsibilities

Answers phone, taking messages and forwarding messages and calls to appropriate parties.
Tracks call lights through S.A.R.A. and notifies staff of pending calls.
Completes monthly schedule for Licensed Nurses and Resident Care Assistants, coordinating PTO requests with Administrator.
Maintains stock of central supplies, forwarding purchase requests to Administrator.
Maintains an adequate supply of Resident Admission Packets.
Inputs monthly data for quarterly reporting.
Assists the nurses with scheduling resident appointments, arranges transportation and escorts.
Prepares daily Transportation Calendar and presents information for daily Stand Up.
Assembles records after discharge and files them in the established order.
Inputs timekeeping data into central timekeeping system to maintain time and attendance and generate accurate reports.
Maintains current resident roster, resident trust fund program and ECC list.
Maintains continuing education training for all nursing staff.
Maintains the security of health information systems and medical records.
Assures physical protection is in place to prevent loss, destruction and unauthorized use of both manual and electronic records.
Assures systems are in place to maintain confidentiality of manual health information.
Manages the release of information functions for the facility including review and processing of all requests for information.
Maintains systems for filing, retention and destruction of overflow records and discharge records in accordance with facility policy and relevant.
Assures systems are in place to maintain up to date resident-specific information in the computerized clinical information system and completes data entry functions as applicable.
Orders and maintains a proper inventory of all medical record forms and distributes to appropriate staff.
Maintains a current Medical Record Policy and Procedure book, including consultant reports.
Reviews all schedules to ensure the agencies best operations of standards are met for productivity and resource utilization
Schedules per-diem clinicians and resolves appointment conflicts or questions from residents.
Updates and scans documents in the electronic health records (EHR)
Comply with applicable federal, state, and local laws, rules, and regulations; maintains knowledge of and follows all company policies and procedures.
Acknowledge and greet all residents, guests and team members with utmost courtesy and urgency.
Ensure visitors sign in; validate the nature of their visit and notify resident or team member of the visitor.
Provide high levels of resident engagement.
Answer phones and other communication devices promptly and transfer messages to the appropriate party.
Handle inquiries and release information in accordance with established policies and procedures.
Clearly communicate emergency information including fire, severe weather, missing person) to residents, guests and team members using community procedure.
Perform administrative tasks for supervisor, residents and guests as requested.
Receive and ensure distribution of mail and other deliveries to the appropriate residents or department.
When desk coverage is available, deliver packages and perishables to resident homes.