Office Specialist Position Available In Hillsborough, Florida

Office Specialist

MAGNET HOME HEALTH CARE SERVICES LLC 6911

Pistol Range Road, Tampa, FL 33635

Job Title:

Office Specialist Job Description:

The Office Specialist is a key administrative team member responsible for ensuring smooth front desk operations and providing clerical support to the agency. This role requires professionalism, excellent communication skills, and the ability to manage multiple tasks in a dynamic environment. The Office Specialist promotes a positive image of the agency through courteous interactions with patients, staff, and the public.

Duties and Responsibilities:

Greet and receive visitors in a friendly, polite, and professional manner; check staff availability and direct visitors appropriately. Answer incoming phone calls, handle telephone inquiries, and route calls to appropriate staff; take and deliver accurate messages for unavailable staff. Transfer phone system to and from the Answering Service at designated hours. Maintain the reception area in a clean, organized, and welcoming condition at all times. Demonstrate professional conduct and ethics in accordance with agency policies and procedures. Maintain strict confidentiality regarding all patient and agency information. Support general administrative tasks including copying, faxing, scanning, and mail distribution. Assist with order management and ensure timely mailings. Retrieve and distribute mail and documentation to appropriate personnel. Scan and attach required documentation into the software system accurately and promptly. Complete and maintain Start of Care (SOC) packets to ensure adequate inventory levels. Process and track all task-related documentation including, but not limited to, physician orders, Notices of Medicare Non-Coverage, and service agreements. Perform other job duties and responsibilities as assigned, including participating in performance improvement activities (e.g., performance improvement groups). High school diploma or equivalent 1+ years of administrative, receptionist, or clerical experience, preferably in a healthcare or office setting. Excellent verbal and written communication skills; able to interact professionally with patients, visitors, and staff. Strong organizational skills and attention to detail with the ability to manage multiple tasks efficiently. Proficient in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn agency-specific software systems. Demonstrated ability to maintain confidentiality and handle sensitive information appropriately. Dependable, punctual, and able to work independently as well as part of a team. Professional demeanor and a customer-service mindset with a friendly and welcoming attitude. Ability to prioritize and adapt to changing needs in a fast-paced environment. Knowledge of basic office equipment (fax, copier, scanner, multi-line phone systems).