Staff Assistant

Jobtailor; Pensacola (FL); On-site; USD 32,000 - 46,000; Full time

Job summary

Jobtailor in Pensacola, FL is seeking a Clerical & Health Support Specialist to provide administrative and health support within the Medical Foster Care program. You will manage records, coordinate scheduling, and communicate with families and healthcare teams.

The role requires strong MS Office skills, data quality, confidentiality knowledge, and the ability to work independently in a healthcare setting. Valid driver’s license and background check are required.

Qualifications

• High school diploma or GED required.
• Valid driver’s license.
• Ability to learn and communicate effectively, orally and in writing, in English.
• Knowledge of quality improvement and data collection.
• Judgment and decision-making, critical thinking, and active listening skills.
• Effective verbal and written communication skills.
• Ability to implement change.
• Ability to use Microsoft Word, Outlook, Teams, Office, PowerPoint, Excel, and SharePoint.
• Ability to prioritize work and adjust to changing priorities.
• Ability to work independently and self-monitor for accuracy and productivity.
• Knowledge of patient confidentiality laws.

Responsibilities

• Provide clerical and health support services to clients served through the Medical Foster Care program.
• Collaborate with program staff and management to develop support processes for program services.
• Prepare and send correspondence and documents, including consents, shelter orders, closure letters, medical and psychosocial records, and care plans.
• Review incoming correspondence and notify specialty teams of follow-up tasks.
• Sort, scan, upload, index, and file client and program documents in electronic and paper systems.
• Initiate and maintain client records according to policy.
• Assemble and maintain new MFC administrative and in-home records.
• Prepare MFC records for closure and redact records for adopted children.
• Maintain MFC schedules and schedule meetings, trainings, conference rooms, phone and virtual conferences, and home visits.
• Schedule and monitor MFC appointments.

Skills

Clerical Support

Client Record Management

Data Collection

Quality Improvement

Scheduling

Problem-Solving

Patient Confidentiality Knowledge

Effective Verbal Communication

Active Listening

Critical Thinking

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Outlook

Microsoft Teams

Microsoft PowerPoint

Microsoft Excel

SharePoint

Electronic Health Record System

Job description

• Provide clerical and health support services to clients served through the Medical Foster Care program
• Collaborate with program staff and management to develop support processes for program services
• Prepare and send correspondence and documents, including consents, shelter orders, closure letters, medical and psychosocial records, and care plans
• Review incoming correspondence and notify specialty teams of follow-up tasks
• Sort, scan, upload, index, and file client and program documents in electronic and paper systems
• Initiate and maintain client records according to policy
• Assemble and maintain new MFC administrative and in-home records
• Prepare MFC records for closure and redact records for adopted children
• Maintain MFC schedules and schedule meetings, trainings, conference rooms, phone and virtual conferences, and home visits
• Schedule and monitor MFC appointments
• Monitor Medicaid Managed Medical Assistance plan assignments and notify staff of changes
• Coordinate plan representatives into staffing schedules and invitations
• Coordinate schedules and calendars, attend team meetings, take minutes, and assist with travel
• Document client activities in the electronic health record system
• Communicate with MFC staff, parents, guardians, community representatives, and other stakeholders
• Answer phones, direct calls, take messages, update demographics, and manage emails
• Attend staff and program meetings
• Perform other related duties as assigned

Requirements

• High school or GED diploma
• Valid driver’s license
• Ability to learn and communicate effectively, orally and in writing, in English
• Knowledge of quality improvement and data collection
• Judgment and decision-making, critical thinking, and active listening skills
• Effective verbal and written communication skills
• Ability to implement change
• Ability to use Microsoft Word, Outlook, Teams, Office, PowerPoint, Excel, and SharePoint
• Ability to prioritize work and adjust to changing priorities
• Ability to work independently and self-monitor for accuracy and productivity
• Ability to work effectively with a health care team
• Knowledge of patient confidentiality laws
• Ability to review data for accuracy and completeness
• Problem-solving skills
• Ability to plan, organize, and coordinate work assignments
• Preferred: 2 years of experience as a clerk/receptionist in a medical setting
• Preferred: computer skills using laptops, scanners, cell phones, printers, and standard office software
• Preferred: excellent communication and interpersonal skills
• Security background check and/or drug screening required
• Form I-9 and E-Verify employment eligibility verification required
• Selective Service registration or exemption required for applicable male applicants born on or after October 1, 1962

Core Competencies

Demonstrates strong organizational and communication skills while providing clerical and health support services in a medical setting. Proficient in managing client records, scheduling, and collaborating effectively with healthcare teams.

Highest-signal resume keywords

• Clerical Support
• Client Record Management
• Effective Communication
• Microsoft Office Suite
• Data Collection

Hard Skills

• Clerical Support
• Client Record Management
• Data Collection
• Quality Improvement
• Scheduling
• Document Preparation
• Problem-Solving
• Patient Confidentiality Knowledge

Soft Skills

• Effective Verbal Communication
• Active Listening
• Critical Thinking
• Judgment and Decision-Making
• Interpersonal Skills

Certifications & Qualifications

• Valid Driver’s License
• Form I-9 Employment Eligibility Verification
• E-Verify Employment Eligibility Verification
• Selective Service Registration

Industry Keywords

• Medical Foster Care
• Health Support Services
• Patient Confidentiality Laws
• Medicaid Managed Medical Assistance

Tools & Technologies

• Microsoft Word
• Microsoft Outlook
• Microsoft Teams
• Microsoft PowerPoint
• Microsoft Excel
• SharePoint
• Electronic Health Record System