Office Manager and Care Supervisor

Objectives:

• Deliver quality care services to support client needs safety well-being and overall satisfaction.
• Ensure all client schedules are filled and accurate in the agency system
• Ensure all care team members meet agency and state standards for training dependability documentation and care delivery quality.
• Ensure facility meets agency standards for professional appearance condition safety and cleanliness.
• Ensure office is regularly staffed during published work hours supplies are stocked and administrative functions are completed timely.

Primary Responsibilities (including but not limited to):

Care Team Management:

• • Use discretion and judgment to develop document and deliver staff performance assessments and evaluations
  • Coach guide and discipline care team members as necessary.
  • Monitor active caregiver census across assigned areas to ensure adequate care team staff counts to support current and oncoming client schedules.
  • Gather and upload staff HR documents. Track and update document expirations and trainings in system to ensure compliance with agency policies and federal/state/local regulatory requirements.
  • Determine when and how best to recognize and reward care team members
  • Review shift reports to ensure care team staff are following agency policies as well as assigned client care plans
  • Gather meaningful feedback from care team staff clients and client family members for ongoing service quality improvement
  • Deliver regular and timely communication to agency staff clients and client family members regarding any changes in client schedule or care needs
  • Track and record all instances of caregiver assignment refusals call outs late arrivals early departures or breaches in agency policies. Share relevant examples and concerns with agency management

Schedule Management:

• • • Strategically match care team members with client schedules to align staff availability skills experience and work objectives with desired client service timeframes and individual care needs.
    • Develop client schedules that minimize staff overtime
    • Ensure all client schedules are fully staffed and accurate in the system for the next day/weekend before leaving each day. Confirm and clear schedules daily.
    • Quickly resolve any scheduling conflicts emergencies and/or care team call outs

Office Management:

• • • • Ensure office is open and in good condition to receive guests during published office hours
      • Alert agency management of any office staff work irregularities or policy violations
      • Ensure office equipment and fixtures are in good working order
      • Ensure facility security and safety procedures are performed in the event of an emergency
      • Order and maintain needed office supplies
      • Gather and distribute agency mail each day
      • Make bank deposits as needed

Other:

• • Accept and handle on-call duty as assigned by the agency Director of Operations
  • Be committed to ongoing training as assigned for professional growth and development
  • Other tasks as assigned

Qualifications (including but not limited to):

• Level 2 background screening from the State of Florida Agency for Healthcare Administration (AHCA). Or ability to obtain/pass one.
• 2 years successful experience in staff scheduling and/or supervision
• Ability to quickly learn and effectively use agency software and systems
• Excellent customer service and staff relationship skills
• Excellent problem-solving skills. Scheduling conflicts and staff issues are bound to arise that will require creative solutions.

• Professional attitude highly engaged and committed to the success of the position and the well-being of the agency.
• Independent thinker who takes initiative anticipates problems and actively seeks solutions
• Flexible and adaptable to effectively respond to varied and emergent situations and needs
• Ability to maintain professionalism and patience in a fast-paced environment

Benefits:

• Competitive Salary
• Medical Dental and Vision coverage after 90 days
• PTO
• Paid holidays
• Family-owned friendly and supportive atmosphere