Receptionist/Front Office Coordinator

The Guardianship Program of Dade County, Inc. is a non-profit agency which acts as the Public Guardian for indigent adults who are adjudicated incapacitated and reside in Miami-Dade County, Florida.

Our vision has always been to assist those adults of very limited means and with little, if any, family support. Initially, we served only adults 60 years of age or older. In 1990, the Program also started serving all adults as of the age of 18.

The Program is quite unique not just in Florida but around the country. For starters, the Guardianship Program is the state's oldest and largest of public guardianships as we handle roughly 50% of all the state's cases. This represents approximately 1,400 persons during the course of the year. As Public Guardian for the Eleventh Judicial Circuit in Florida, GPDC handles more cases than all of the other 19 Circuits combined.

We serve those that are among the most vulnerable. They are the frail elderly, the developmentally disabled, others maybe that are HIV-infected, and an increasing number of younger, mentally ill adults that require court intervention and assistance.

We are actively seeing to fill a Receptionist/Front Office Coordinator position.

This position reports directly to the Executive Administrator and working under direct supervision, the employee operates multi-line switchboard, responds, and relays incoming calls to appropriate staff, receives visitors and performs other clerical duties including coding, distributing incoming mail, and preparing all correspondence for outgoing mail on a daily basis.

Primary Accountabilities

• Routes incoming telephone calls to appropriate staff and transfers calls to voice mail system for staff not available at time of call if requested by caller.
• Obtains appropriate information from callers, so telephone call can be properly routed.
• Places agency's telephone system on-call forwarding each day at 5:00 P.M. and removes the agency's telephone system from call forwarding at 9:00 A.M. of each workday.
• Receives daily non-emergency telephone messages from voice mail and transfers the message to the appropriate staff member.
• Receives visitors, obtains name and nature of business, and informs appropriate staff member via telephone or intercom system of the visitor's arrival. If staff member is not available and the visitor needs immediate assistance, the office person is contacted and informed of visitor and nature of visit.
• Transfers consent requests, discharge requests and deaths to office person if assigned case worker is not available.
• Maintains and updates required data related to the Agency's postage meter.
• Receives, codes, distributes incoming mail, and prepares all correspondence for outgoing mail such as FedEx, UPS, Priority Mail and maintains log for tracking purposes.
• Logs incoming ward's funds received to Bookkeeping and Administration departments.
• Assists in scanning various documents such as ward