Receptionist / Administrative Assistant - Human Resources & Case Management Children First Community Homes and Services, Inc.

Department:

Administration / Human Resources /

Case Management Reports To:

Program Director and Assigned Department Leadership Employment Status:

Full-Time, Non-Exempt Schedule:

Monday-Friday, 9:00 AM-6:00

PM Location:

Administrative Office - Broward County, Florida Position Overview Children First Community Homes and Services, Inc. is seeking a highly organized, dependable, professional, and detail-oriented Receptionist / Administrative Assistant to provide front-office and administrative support to our Human Resources and Case Management departments . Children First Community Homes and Services, Inc. operates licensed residential programs serving children and adolescents involved with the child welfare and related systems. Because of the nature of our work, our administrative office manages a significant amount of confidential employee, youth, placement, licensing, training, and case-related information. This is not solely a receptionist position . While the employee will serve as a primary point of contact for the administrative office, a significant portion of the position involves administrative support, record management, data entry, document tracking, communication, scheduling, and follow-up for Human Resources and Case Management. The ideal candidate is someone who enjoys keeping an office organized, can manage multiple deadlines at once, follows up without being repeatedly reminded, communicates professionally, and understands the importance of confidentiality and accurate documentation. Essential Duties & ResponsibilitiesReception & Front Office Administration Greet visitors, applicants, employees, case-management professionals, service providers, and other guests in a professional manner. Answer and route incoming telephone calls, emails, messages, and general inquiries. Monitor assigned administrative email accounts and ensure messages are routed to the appropriate staff member. Receive, scan, copy, organize, and distribute documents. Maintain an organized and professional front-office environment. Assist visitors with completing required forms and directing documents to the appropriate department. Receive deliveries, mail, employment documents, records, and other correspondence. Maintain office supplies and notify management when supplies need to be reordered. Assist with preparing letters, forms, spreadsheets, reports, packets, labels, and other administrative documents. Schedule meetings, interviews, appointments, and other administrative activities as assigned. Human Resources Administrative Support The Receptionist / Administrative Assistant will assist Human Resources with the administrative portions of recruitment, onboarding, employee-file management, training compliance, and timekeeping.

Responsibilities may include:

Assist with reviewing incoming employment inquiries and applications. Contact applicants regarding interviews, applications, missing documents, and next steps in the hiring process. Schedule and track virtual and in-person interviews. Send candidates interview links and hiring instructions. Assist with distributing conditional job offers, employment applications, and onboarding documents as directed. Track whether applicants complete required documents within established deadlines. Maintain applicant and new-hire tracking spreadsheets. Create and maintain organized electronic and physical employee files. Review employee files for missing or expired documents. Follow up with employees regarding outstanding employment requirements. Track CPR/First Aid, DCF training, crisis-intervention training, background screenings, driver's licenses, school clearances, and other required credentials or training. Assist with Level II Background Screening documentation and tracking. Assist employees with locating required training information and submitting certificates. Upload, scan, rename, organize, and properly file employee documents. Assist with preparing employee records for licensing, monitoring, audits, and internal reviews. Assist with Paychex onboarding and basic employee access questions. Receive and document employee time-clock correction requests. Assist management with reviewing timesheets and identifying missing punches or discrepancies. Maintain employee contact lists, training trackers, credential expiration lists, and other HR spreadsheets. Prepare routine HR correspondence and employee notices as directed. Maintain strict confidentiality regarding personnel records, disciplinary matters, payroll information, background screenings, and other sensitive employee information. This position supports Human Resources administratively but does not independently make hiring, termination, disciplinary, compensation, or other management decisions unless specifically authorized by agency leadership. Case Management Administrative Support The Receptionist / Administrative Assistant will provide administrative support to the Case Management team to help ensure youth records, appointments, communications, and required documents remain organized and current.

Responsibilities may include:

Assist with organizing and maintaining electronic and physical youth case files. Scan, upload, label, and file case-management documents in the appropriate youth record. Assist with preparing new-admission/intake files and placement packets. Track required intake and placement documents and identify missing records. Follow up with appropriate parties for outstanding documents as directed by the Case Management team. Assist with maintaining current copies of placement agreements, case plans, medical records, school records, court documents, identification records, consents, and other required documentation. Assist with scheduling and tracking MDTs, ESSAs, staffings, court hearings, medical appointments, dental appointments, school meetings, therapy appointments, and other youth-related meetings. Maintain calendars and appointment trackers for the Case Management department. Send meeting reminders and assist with distributing meeting information and virtual meeting links. Assist Case Management with preparing documents and records for meetings, court hearings, licensing reviews, and case staffings. Track upcoming deadlines and notify the assigned Case Manager or supervisor of approaching due dates. Assist with obtaining and organizing records from schools, medical providers, case-management agencies, courts, and other authorized parties. Assist with preparing routine correspondence to case managers, CBC/CPA staff, schools, providers, and other authorized stakeholders. Maintain organized records of incoming placement referrals and supporting documents. Assist with gathering documentation needed for placement reviews and admissions. Help ensure discharge records and youth files are organized and completed when a youth leaves the program. Provide clerical support for Case Management notes, reports, forms, logs, and other documentation as assigned. This is an administrative support position and does not replace the professional responsibilities of the assigned Case Manager. The employee will not independently make clinical, placement, treatment, or case-planning decisions. Records, Compliance & Quality Assurance Because Children First Community Homes and Services, Inc. operates licensed programs, accurate recordkeeping is a major responsibility of this position.

The employee will:

Maintain organized, accurate, and audit-ready files. Regularly review assigned employee and youth files for missing documentation. Maintain tracking spreadsheets for documents, expiration dates, training, appointments, and deadlines. Assist leadership with preparing records for DCF licensing inspections, monitoring visits, audits, and quality-assurance reviews. Immediately report missing, expired, inconsistent, or concerning documentation to the appropriate supervisor. Ensure documents are filed in the correct record and location. Follow agency requirements regarding confidentiality, record retention, and release of information. Protect confidential youth and employee information at all times. Communication & Follow-Up A major function of this position is follow-through .

The employee must be comfortable:

Calling and emailing applicants, employees, case managers, providers, schools, and other professional contacts. Following up more than once when required information has not been received. Maintaining a written record of outstanding items. Providing management with updates regarding incomplete tasks and missing documents. Managing multiple requests without losing track of deadlines. Asking questions when instructions are unclear rather than guessing. Escalating urgent or time-sensitive matters to the appropriate supervisor. Confidentiality This position has access to sensitive and confidential information concerning children, families, employees, applicants, background screenings, personnel matters, medical information, behavioral information, court involvement, and child-welfare cases. The employee must maintain strict confidentiality and may only access, discuss, transmit, or release information when authorized and necessary to perform assigned job duties. Confidential information may not be discussed with unauthorized employees, visitors, family members, friends, or outside parties. Minimum QualificationsEducation High school diploma or GED required. Associate degree or higher in Business Administration, Human Resources, Social Services, Healthcare Administration, Office Administration, or a related field preferred. Experience At least 1 year of administrative, receptionist, office, HR support, case-management support, healthcare, social-services, or similar experience preferred . Experience working in child welfare, behavioral health, healthcare, residential services, social services, or a regulated environment is strongly preferred. Previous experience maintaining confidential records is preferred.

Required Qualifications Candidates must:

Be at least 18 years of age. Successfully complete all required background screenings applicable to the position. Be able to obtain required agency and regulatory clearances. Have reliable transportation. Be able to work the assigned Monday-Friday schedule consistently. Maintain confidentiality and professional boundaries. Demonstrate strong written and verbal communication skills. Be comfortable communicating by telephone and email with professionals and employees. Computer & Administrative Skills Applicants should be comfortable using: Microsoft Word Microsoft Excel or similar spreadsheet programs Email and electronic calendars Google Docs/Google Drive or similar cloud-based systems Electronic document management systems PDF documents, scanning, uploading, downloading, and electronic forms Payroll/timekeeping systems such as Paychex Virtual meeting platforms Online training and applicant-tracking systems Candidates should be able to learn new software and administrative systems quickly. Knowledge, Skills & Abilities The successful candidate should demonstrate: Excellent organization and attention to detail. Strong follow-up skills. Ability to prioritize multiple assignments and deadlines. Professional telephone and email etiquette. Strong proofreading and data-entry skills. Ability to recognize missing or incomplete information. Ability to maintain accurate spreadsheets and tracking systems. Ability to work independently after receiving instructions. Ability to accept feedback and make corrections. Professional judgment and discretion. Ability to remain calm in a busy office environment. Ability to communicate respectfully with employees, applicants, youth, families, case managers, and outside professionals. Ability to handle confidential and sensitive information appropriately. What This Position Is Not Applicants should understand that this position is not a position where the employee simply answers phones and waits for assignments .

There are ongoing responsibilities involving:

Employee onboarding HR compliance tracking Training documentation Employee-file maintenance Timekeeping support Applicant follow-up Youth case-file organization Intake documentation Appointment and meeting tracking Case Management administrative support Licensing preparation Document collection Deadline tracking General office administration The successful employee will be expected to identify assigned items that require follow-up and work proactively to keep those responsibilities current. Performance Expectations Success in this position will be measured by: Accuracy and organization of employee and youth records. Timely completion of assigned administrative responsibilities. Consistent follow-up on missing documents and outstanding requirements. Professional communication with applicants, employees, and external stakeholders. Maintenance of confidentiality. Accuracy of data entry and tracking systems. Timely scheduling and communication of meetings and appointments. Ability to maintain organized and inspection-ready records. Dependability, attendance, punctuality, and professionalism. Ability to manage competing priorities with minimal supervision. Effective support of Human Resources, Case Management, and agency leadership. Ideal Candidate The ideal candidate is a strong administrative professional who likes structure, organization, and follow-through . We are looking for someone who notices when something is missing, follows up until it is received, keeps accurate records, communicates professionally, and understands that administrative work is essential to the safe and compliant operation of a child-serving organization. This position is an excellent opportunity for someone interested in gaining experience in Human Resources, child welfare, case management administration, behavioral health, or nonprofit/residential program operations while playing an important role in the daily operations of Children First Community Homes and Services, Inc.

Pay:

$15.00 - $19.00 per hour

Benefits:

Dental insurance Health insurance Paid time off People with a criminal record are encouraged to apply

Work Location:

In person