Office Support Staff

JCS AND MASADA•Kendall, FL

13d•Onsite

About The Position

The Office Support Staff manages a variety of general office activities by performing the following duties personally or through subordinate supervisors. Reports directly to and is supervised by the appointed Director or Clinical Supervisor at the assigned location. SCHEDULE: Monday through Thursday, 3:00pm – 8:00pm Essential DUTIES AND RESPONSIBILITIES: Responsibilities include the following, and other duties may be assigned: 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 Supervisory Responsibilities: Affords administrative leadership and carries responsibilities for the overall administrative and support operations of the office. Maintains a close and highly responsive relationship of the day to day activities of the staff. Works independently, receiving a minimum of detailed supervision and guidance. Performs varied clerical duties requiring knowledge of office routine and an understanding of the organization, programs and procedures related to the work of the office. Will carry out such activities as is necessary to ensure that the office is a stable and accessible base from which agency services are provided. ABOUT: Jewish Community Services of South Florida (JCS) is the foremost non-profit, human services agency whose mission is to improve the quality of life and self-sufficiency of the Jewish and broader communities throughout South Florida in accordance with Jewish values. Founded in 1920, JCS delivers exemplary social services through compassionate and comprehensive programs that help people stay healthy and productive. JCS is a 501(c)(3) not-for-profit organization and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, disability, gender identity, gender expression, national origin, or veteran status. JCS strictly enforces a Drug-Free Workplace Policy, which prohibits the use, possession, distribution, or sale of controlled substances and alcohol on company premises, during work hours, or while representing the company. Pre-employment and random drug testing may be required as part of our commitment to a drug-free workplace. All Full-Time staff members are required to attend and work from start to end, JCS' Milk and Honey, Matzah Mitzvah and other similar events, which are typically held on Sundays and/or evenings. These events are essential to our organizational culture and participation is key to fostering team unity, supporting our values, and engaging with our community. By attending, it helps to set the standard for involvement and demonstrate our commitment to these meaningful traditions. Please be advised, if selected for this position, you will be required to submit to a level II background screening through the DCF Clearinghouse: https://info.flclearinghouse.com

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.
Typing written or dictated letters or reports, proof reading, reviewing corrections in the author and finalizing in accurate form
Must have reliable transportation
Ability to read and write fluently in English.
Answering multi-line telephone and directing calls to the proper person
Responding to routine telephone request which have standard answers, refers calls and visitors to appropriate staff
Distributing all mail and taking responsibility for its receipt by the staff person
With administrative supervision and training, setting clinical fees
Establishing and maintaining office and clinical files
Ensuring sufficient copies of all office forms
Working hours that meet the need of the particular office, possibly including four evenings per week
Requisitioning supplies, printing, maintenance or other services or repairs either independently or through Fiscal at the Central Administrative Office

Nice To Haves

Spanish or any other language is a plus

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
Affords administrative leadership and carries responsibilities for the overall administrative and support operations of the office.
Maintains a close and highly responsive relationship of the day to day activities of the staff.
Works independently, receiving a minimum of detailed supervision and guidance.
Performs varied clerical duties requiring knowledge of office routine and an understanding of the organization, programs and procedures related to the work of the office.
Will carry out such activities as is necessary to ensure that the office is a stable and accessible base from which agency services are provided.
Reads and interprets documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Writes routine reports and correspondence.
Speaks effectively before groups of customers or employees of the organization
Adds, subtracts, multiplies, and divides in all units of measure, using whole numbers, common fractions, and decimals.
Computes rate, ratio, and percent and to draw and interpret bar graphs
Solves practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Interprets a variety of instructions furnished in written, oral, diagram, or schedule form
Types written or dictated letters or reports, proof reads, reviews corrections in the author and finalizing in accurate form
Answers multi-line telephone and directs calls to the proper person
Responds to routine telephone requests which have standard answers, refers calls and visitors to appropriate staff
Distributes all mail and taking responsibility for its receipt by the staff person
With administrative supervision and training, sets clinical fees
Establishes and maintains office and clinical files
Ensures sufficient copies of all office forms
Works hours that meet the need of the particular office, possibly including four evenings per week
Requisitions supplies, printing, maintenance or other services or repairs either independently or through Fiscal at the Central Administrative Office