Office Specialist

Pace Place•Jacksonville, FL

4d•Onsite

About The Position

The Office Administrative Specialist (PACE) operates in a high-volume, fast-paced, multi-channel environment to support newly enrolled participants during their first month in the PACE program. This role involves frequent interaction with staff, participants, and their families, coordinating assessments and appointments, and ensuring a smooth onboarding experience. It requires strong customer service skills, medical knowledge, and organizational ability to facilitate seamless participant admissions. Located in the PACE Day Center on Ramona Blvd, Jacksonville, FL 32205 Shift: M-F Days

Requirements

Excellent written and verbal communication skills in English.
Outstanding interpersonal and customer service abilities with a hospitality mindset.
Strong organizational and time management skills; ability to multitask effectively.
High level of professionalism in appearance and conduct.
Computer proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to work independently with minimal supervision.
Aptitude for applying common sense and interpreting various instructions.
Ability to handle multiple concrete variables in standardized situations.
Minimum 3 years of customer service experience.
Proven office administration or assistant experience required.
High School diploma or GED required.
Must obtain medical clearance for communicable diseases.
Up-to-date immunizations required prior to direct participant contact.
Ability to work onsite and meet attendance requirements.
Willingness to work overtime as needed.

Nice To Haves

Experience in a healthcare setting preferred.
Previous work with the elderly or individuals with dementia preferred.
Education or training in geriatrics preferred.

Responsibilities

Serve as the primary contact for inbound/outbound customer service inquiries.
Communicate effectively with PACE staff, participants, and referral sources.
Schedule assessments, appointments, and clinic visits in a timely, cost-effective manner.
Create, update, and maintain records and databases.
Track and order office supplies as needed.
Submit reports and prepare presentations and proposals as assigned.
Manage agendas, travel arrangements, and upper management appointments.
Input data into Electronic Medical Record (EMR) systems accurately.
Appropriately document phone calls, faxes, and emails.
Facilitate referrals and coordinate PACE services with internal teams.
Ensure compliance with HIPAA and other privacy regulations.
Support continuous improvements in administrative systems and workflows.
Identify and resolve issues in a courteous and professional manner.
Perform other related duties as assigned.