Please note all applicants must be a current US resident. ESI is now hiring a Office Services Assistant in the Stuart, FL area. Job Summary The Office Services Assistant provides front-office, secretarial, and administrative support to ensure the efficient day-to-day operation of Evergreen Private Care. This position serves as the primary point of contact for callers, visitors, caregivers, applicants, and other individuals entering or contacting the office. Responsibilities include answering and directing incoming telephone calls, greeting and assisting visitors, maintaining an organized and professional office environment, processing correspondence, maintaining office supplies and records, and providing general administrative support to office staff. The Office Services Assistant also assists with maintaining direct care staff personnel files and works closely with field staff to obtain, update, and track required employment and compliance documentation. This position handles confidential employee and organizational information and is expected to maintain HIPAA and agency confidentiality standards. This is a non-exempt, hourly administrative position with no supervisory responsibilities. Qualifications High school diploma or equivalent required; additional administrative or business education preferred. Minimum two (2) years of receptionist, secretarial, administrative assistant, or office support experience preferred. Strong professional telephone etiquette and customer service skills. Friendly, professional, and welcoming demeanor when interacting with visitors, applicants, caregivers, clients, and staff. Proficiency with Microsoft Office, including Word, Excel, and Outlook, with the ability to learn agency-specific software systems. Strong organizational skills and ability to manage multiple administrative tasks, deadlines, and records. Excellent verbal and written communication skills. Ability to handle confidential and sensitive information appropriately. Detail-oriented with the ability to identify missing or expired documentation and follow up until resolved. Ability to work independently while supporting multiple members of the office team. Have a clear background screening Ability to sit for extended periods while performing computer and desk-based work. Ability to stand, walk, stoop, and bend on a regular basis. Ability to lift and carry office supplies and materials up to 25 pounds. Manual dexterity for typing, filing, and handling documents.

Responsibilities Front Desk and Telephone Reception:

Serve as the primary point of contact for the agency by professionally answering and directing incoming telephone calls, taking accurate messages, responding to general inquiries, and ensuring callers are connected with the appropriate staff member.

Visitor and Office Reception:

Greet and assist caregivers, applicants, clients, vendors, and other visitors entering the office. Determine the purpose of their visit, notify appropriate staff, and maintain a welcoming and professional front-office environment.

Office Organization and Appearance:

Maintain a clean, organized, and presentable reception and common office environment throughout the workday. Keep front-office materials, forms, workspaces, and shared areas neat and appropriately stocked.

General Secretarial and Administrative Support:

Provide day-to-day clerical and administrative support including typing, copying, scanning, filing, preparing documents, organizing paperwork, data entry, and other general office duties as requested.

Correspondence and Mail:

Process incoming and outgoing mail, deliveries, faxes, and correspondence. Distribute communications and documentation to appropriate staff in a timely manner.

Office Supplies and Inventory:

Monitor and maintain inventory of office supplies, forms, printed materials, and other office necessities. Notify appropriate staff when supplies need to be ordered and assist with procurement and organization.

Personnel File Maintenance:

Establish and maintain organized, complete, and accessible direct care staff personnel files in accordance with agency policies and applicable regulatory requirements.

Compliance Document Coordination:

Coordinate with caregivers, nurses, and other field staff to obtain and maintain current required employment and compliance documentation, including licenses, certifications, training documentation, health documentation, and other required personnel records.

Expiration Tracking and Follow-Up:

Track expiration dates for required employee credentials and documents, including CNA certifications, RN/LPN licenses, CPR/BLS certifications, training requirements, and other applicable records. Contact field staff regarding upcoming or outstanding requirements and follow up until updated documentation is received.

Pre-Employment Administrative Support:

Assist Office Services with the administrative portion of the hiring process by organizing applicant paperwork, collecting required credentials and documentation, scheduling interviews or appointments as directed, and maintaining accurate applicant records.

Communication With Field Staff:

Respond to routine caregiver and field staff questions regarding documentation, office processes, forms, and administrative requirements and direct clinical, scheduling, payroll, or other specialized questions to the appropriate department.

Confidentiality and Records Security:

Maintain confidentiality and safeguard employee, applicant, client, and agency information in accordance with HIPAA, agency policy, and applicable privacy requirements.

Interdepartmental Administrative Support:

Coordinate with Office Services, Scheduling, Payroll, Clinical, and Administration as needed to support day-to-day office operations and assist with documentation or administrative needs.

Audit and Survey Support:

Assist with organizing, locating, copying, and preparing personnel documentation requested for internal reviews, regulatory surveys, audits, and accreditation activities.

Other Office Duties:

Perform other clerical, secretarial, reception, and administrative duties as assigned by the Director of Office Services, Administrator, or designee. For immediate consideration, please email your resume directly to our recruiter, Joe Begin, at joe@esiworks.com, and include in the subject line: Office Services Assistant, Stuart, FL

ESI COMPANY SUMMARY

ESI provides comprehensive human resource services for its partner schools. This includes recruiting, staffing, screening, on boarding, payroll and benefits administration. Founded in 2015, ESI has carefully crafted our company culture and reputation based on a deep understanding that staffing is first and foremost about people. We understand the right placement in the right job changes lives. ESI is committed to providing simplified employment solutions through our superior work ethic and industry experience. It is our mission to treat every person we encounter with wholehearted integrity and dedication.