Administrator

Position Summary 

The Office Administrator is responsible for overseeing the daily administrative operations of the agency while ensuring compliance with all APD and state regulations. This position supports residential operations, staff coordination, consumer documentation, compliance monitoring, scheduling, onboarding, billing preparation, and overall office management. 

The Office Administrator plays a critical role in maintaining organized operations, supporting staff, ensuring accurate documentation, and assisting management in delivering quality care and services to consumers. 

Essential Duties & Responsibilities 

Administrative Operations 

·        Manage day-to-day office operations for the business

·        Maintain organized consumer and staff records 

·        Ensure all documentation is completed accurately and timely  

·        Monitor administrative compliance with APD requirements  

·        Assist administration with special projects and operational needs  

·        Update policies and procedures as directed  

Staff Scheduling  

·        Create and manage staff schedules in Homebase  

·        Process and monitor time off requests within 24 hours of their request during M-F office hours. Any requests made on the weekend will be address next office business day. 

·        Oversee House managers and help to resolve scheduling conflicts and call-outs  

·        Monitor overtime and all staffing concerns  

·        Maintain schedule accuracy and updates  

Management of Staff

·        Manage the hiring system and responsible for all onboarding of new employees  

·        Maintain all employee personnel files and required documentation  

·        Track staff certifications and training requirements including:  

   CPR  

   Med Certification

   TACT Training

   Annual trainings  

·        Monitor document expiration dates and compliance requirements 

·        Assist with employee reviews, corrective actions, and performance tracking  

APD Compliance 

·       Ensure APD reportable incidents are completed accurately and timely

·       Oversee the monthly monitoring and compliance reviews  

·       Prepare and maintain documentation for APD inspections and licensing  

·       Maintain APD-required records and documentation  

·       Oversee the annual relicensing requirements    

Billing Management

·       Oversee and manage the monthly billing preparation  

·       Collect Monthly consumer rent

·       Collect and input all company credit card receipts

Home & Facility Oversight 

·       Oversee and maintain all residential compliance and safety standards  

·       Coordinate annual fire inspections and related documentation  

·       Monitor home maintenance concerns and follow-up needs  

·       Ensure homes remain safe, organized, and compliant  

·       Oversee van upkeep and maintenance scheduling  

Training & Staff Development  

·       Direct all monthly staff training initiatives and compliance education  

·       Responsible for all tracking of staff trainings

·       Continually assess and update systems and procedures for staff operations     

Competencies 

Communication 

·       Strong verbal and written communication skills  

·       Ability to communicate professionally with staff, families, guardians, and agencies  

·       Ability to maintain confidentiality and professionalism

·       Ability to manage and direct House Managers and all House operations  

Organization 

·       Strong organizational and time-management skills  

·       Ability to manage multiple priorities and deadlines  

·       Detail-oriented with accurate documentation practices  

Compliance Knowledge 

·       Understanding of APD and residential group home regulations  

·       Knowledge of documentation standards and compliance expectations  

·       Ability to maintain accurate administrative records  

Teamwork & Professionalism 

·       Works effectively with administration and staff  

·       Maintains professional boundaries and conduct  

·       Demonstrates reliability, accountability, and initiative  

·       Must demonstrate a self-led mentality approach in this position

Qualifications 

Education & Experience 

·       High school diploma required  

·       Administrative or residential group home experience preferred  

·       Experience working with individuals with developmental disabilities preferred  

·       Experience with scheduling systems, documentation systems, and office management

Preferred Skills 

Experience with: 

·        Homebase  

·        Therap  

·        QuickMAR  

·        APD documentation  

·        Microsoft Office  

Physical Requirements 

·       Ability to sit, stand, walk, bend, and lift as needed  

·       Ability to assist with office and residential operational tasks when necessary  

·       Ability to travel between homes or offices if required  

Additional Requirements 

·       Valid Florida Driver’s License  

·       Ability to pass Level 2 background screening  

·       CPR and First Aid certification preferred or obtainable within required timeframe  

·       Ability to maintain confidentiality and professionalism at all times