What are the responsibilities and job description for the General Administrative Clerk / Staff position at CARESPOT LLC?
Position Summary
The General Administrative Clerk/Staff supports daily administrative operations across CareSpot’s administrative office, group homes, and DTA-related programs. This role ensures accurate documentation, efficient communication, facility upkeep monitoring, and compliance with organizational policies while providing essential support to staff, clients, and program activities.
Key Responsibilities
Administrative Support
- Perform general office duties including filing, data entry, scanning, copying, and document organization
- Maintain accurate and up-to-date records (paper and electronic)
- Assist with scheduling appointments, meetings, and staff shifts
- Manage incoming/outgoing mail, emails, and phone communications
Client & Program Support
- Assist in maintaining client files in compliance with DTA and agency standards
- Enter and update client data in internal systems
- Support intake processes and documentation for new clients
- Help coordinate transportation, appointments, and service referrals
Group Home Support
- Maintain daily logs, incident reports, and staff documentation
- Ensure proper documentation of medications (as directed; no administration unless authorized)
- Support staff with recordkeeping and compliance tasks
- Monitor supplies and submit requests for restocking
DTA & Compliance Support
- Assist with paperwork related to DTA (Department of Transitional Assistance) requirements
- Ensure documentation meets regulatory and audit standards
- Maintain confidentiality of all client and organizational information
- Support audits, inspections, and reporting requirements
Facility & Building Maintenance Monitoring
- Conduct routine checks of administrative offices and group homes to ensure cleanliness, safety, and functionality
- Monitor building conditions including lighting, HVAC, plumbing, and general upkeep
- Report maintenance issues promptly and track completion of work orders
- Coordinate with maintenance vendors, landlords, or internal teams for repairs
- Maintain logs of maintenance requests and resolutions
- Ensure compliance with health, safety, and fire regulations (e.g., clear exits, working alarms, safe environment)
- Assist in preparing sites for inspections and address corrective actions
- Track inventory of facility-related supplies (cleaning materials, paper goods, etc.)
Office Coordination
- Maintain office supplies and inventory tracking
- Keep work areas organized and professional
- Support cross-department communication and coordination
- Assist supervisors with special projects or administrative tasks as needed
Qualifications
Education & Experience
High school diploma or GED required; Associate’s degree preferred
1–3 years of administrative or clerical experience preferred
Experience in healthcare, social services, group homes, or DTA programs is a plus
Skills & Competencies
- Strong organizational and time-management skills
- Excellent written and verbal communication
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Ability to handle sensitive information with confidentiality
- Attention to detail and accuracy
- Basic understanding of facility monitoring or willingness to learn
- Ability to multitask and work in a fast-paced environment
Work Environment
May require work across multiple locations (administrative office, group homes, DTA offices)
Combination of desk work and light physical activity (filing, organizing, basic facility checks)
Interaction with staff, clients, vendors, and external agencies
Additional Requirements
- Background check and clearance (as required by state regulations)
- Valid driver’s license (preferred depending on role)
- Flexibility to work varied hours if needed