Residential Operations Support Specialist (Medical Transport and Administration)

A Kid's Place of Tampa Bay Inc.•Brandon, FL

25d

About The Position

The Residential Operations Support Specialist plays a vital administrative support role within a nonprofit residential group foster home setting. Under direct supervision, this position is responsible for coordinating and tracking medical appointments, documentation, and related logistics for children served by A Kid’s Place. The role is well-suited for a highly organized, detail-oriented, and task-driven professional who excels at scheduling, follow-through, and record management. Medical training or clinical experience is not required. This position reports to the Residential Manager and is an hourly, non-exempt position and has no supervisory responsibility.

Requirements

Strong organizational skills with exceptional attention to detail and follow-through.
Excellent time-management skills with the ability to manage multiple tasks and deadlines.
Professional written and verbal communication skills.
Proficiency in Microsoft Office Suite, including Outlook, calendar scheduling, and Excel spreadsheets.
Ability to work collaboratively with supervisors, residential staff, case managers, and external partners.
Ability to handle confidential and sensitive information with discretion and professionalism.
Cultural sensitivity and the ability to communicate respectfully with children and staff from diverse backgrounds.
Reliable attendance, punctuality, and flexibility to meet operational needs.
Ability to pass a Level 2 FDLE background screening, drug screening, and local background screening upon hire and annually thereafter.
Valid driver’s license and eligibility for acceptance by the organization’s insurance carrier.
High School Diploma or equivalent required.
One (1) to three (3) years of experience in administrative support, social services, child welfare, healthcare administration, or a related field preferred.

Nice To Haves

Familiarity with Trauma-Informed Care principles is preferred but not required.

Responsibilities

Schedule and coordinate acute, routine, and follow-up appointments (including well-child, dental, vision, and specialty visits) in a timely and organized manner.
Coordinate and participate in the transportation of children to and from appointments.
Research and maintain a list of in-network providers based on each child’s insurance coverage and communicate updates to Unit Supervisors.
Prepare, verify, and organize all required pre-appointment documentation, including consent forms, insurance information, medical histories, and required questionnaires.
Confirm active insurance coverage and ensure information is accurate prior to appointments to prevent delays.
Complete and finalize post-appointment documentation, including medical information sheets and follow-up records.
Scan, securely file, and distribute records to appropriate houses and Unit Supervisors in compliance with organizational and regulatory standards.
Assist in obtaining required medical documentation from Case Managers and external partners.
Maintain accurate and up-to-date client medical records, including Medicaid and insurance information.
Regularly update and manage tracking tools and spreadsheets (e.g., medical census and appointment trackers) to ensure accurate and current information on providers, appointments, medications, and care needs.
Create and manage monthly client medication log forms.
Coordinate and oversee the administrative processing of initial prescriptions and prescription refills, including communication with pharmacies and internal staff.
Pick up medications from pharmacies as needed.
Manage over-the-counter medication inventory and distribution to residential houses upon request.
Perform other administrative or coordination duties as assigned to support residential operations.
Other duties as assigned.