Residential Operations Support Specialist (Medical Transport and Administration)

About A Kid's Place of Tampa Bay

A Kid's Place of Tampa Bay provides a safe, nurturing residential community for children and siblings in foster care who have experienced abuse, neglect, or family separation. Our mission is to create stability, healing, and hope during one of the most critical moments in a child's life.

We are a mission-driven team committed to trauma-informed care, collaboration, and excellence. Every role — from direct care to administration — plays a vital part in helping children feel safe, supported, and empowered to thrive. If you're seeking meaningful work where your impact is felt every day, we invite you to join us.

Job Summary

The Residential Operations Support Specialist plays a vital administrative support role within a nonprofit residential group foster home setting. Under direct supervision, this position is responsible for coordinating and tracking medical appointments, documentation, and related logistics for children served by A Kid's Place. The role is well-suited for a highly organized, detail-oriented, and task-driven professional who excels at scheduling, follow-through, and record management. Medical training or clinical experience is not required. This position reports to the Residential Manager and is an hourly, non-exempt position and has no supervisory responsibility.

Supervisory Responsibilities

None.

Essential Duties and Responsibilities

Appointment Coordination & Logistics

• Schedule and coordinate acute, routine, and follow-up appointments (including well-child, dental, vision, and specialty visits) in a timely and organized manner.
• Coordinate and participate in the transportation of children to and from appointments.
• Research and maintain a list of in-network providers based on each child's insurance coverage and communicate updates to Unit Supervisors.

Documentation & Records Management

• Prepare, verify, and organize all required pre-appointment documentation, including consent forms, insurance information, medical histories, and required questionnaires.
• Confirm active insurance coverage and ensure information is accurate prior to appointments to prevent delays.
• Complete and finalize post-appointment documentation, including medical information sheets and follow-up records.
• Scan, securely file, and distribute records to appropriate houses and Unit Supervisors in compliance with organizational and regulatory standards.
• Assist in obtaining required medical documentation from Case Managers and external partners.

Data Tracking & Administrative Oversight

• Maintain accurate and up-to-date client medical records, including Medicaid and insurance information.
• Regularly update and manage tracking tools and spreadsheets (e.g., medical census and appointment trackers) to ensure accurate and current information on providers, appointments, medications, and care needs.
• Create and manage monthly client medication log forms.

Medication Coordination (Non-Clinical)

• Coordinate and oversee the administrative processing of initial prescriptions and prescription refills, including communication with pharmacies and internal staff.
• Pick up medications from pharmacies as needed.
• Manage over-the-counter medication inventory and distribution to residential houses upon request.

Additional Responsibilities

• Perform other administrative or coordination duties as assigned to support residential operations.
• Other duties as assigned.

Required Skills and Abilities

• Strong organizational skills with exceptional attention to detail and follow-through.
• Excellent time-management skills with the ability to manage multiple tasks and deadlines.
• Professional written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, calendar scheduling, and Excel spreadsheets.
• Ability to work collaboratively with supervisors, residential staff, case managers, and external partners.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Cultural sensitivity and the ability to communicate respectfully with children and staff from diverse backgrounds.
• Reliable attendance, punctuality, and flexibility to meet operational needs.
• Ability to pass a Level 2 FDLE background screening, drug screening, and local background screening upon hire and annually thereafter.
• Valid driver's license and eligibility for acceptance by the organization's insurance carrier.

Education and Experience

• High School Diploma or equivalent required.
• One (1) to three (3) years of experience in administrative support, social services, child welfare, healthcare administration, or a related field preferred.
• Familiarity with Trauma-Informed Care principles is preferred but not required.

Physical Requirements

• Ability to lift up to 50 pounds.
• Frequent sitting, standing, walking, and climbing stairs.
• Frequent stooping, kneeling, reaching, and use of hands and fingers.
• Ability to hear, communicate effectively, and respond to environmental sounds.
• Close, distance, and peripheral vision required.

This job description is not intended to be all-inclusive. Employees may be required to perform other related duties as assigned to meet organizational needs.

Travel

Local travel transport to medical appointments required.

Training

Employees are required to complete all mandatory onboarding and annual training requirements, including training related to trauma-informed care, crisis intervention, and regulatory compliance.

Physical Demands

This role is responsible for transporting youth to and from scheduled medical, therapeutic, and related appointments, which may include multiple visits throughout the day. The position requires regular use of a phone and computer to manage schedules, communicate with staff and providers, and complete required documentation. Prolonged periods of sitting may occur while driving or waiting during appointments.

Work Environment

The work environment is a residential group home setting that is fast-paced and emotionally dynamic. The role involves frequent interaction with children, staff, and community partners and may include exposure to behavioral crises and emotionally challenging situations.

Disclaimer

This job description is not intended to be an exhaustive list of duties, responsibilities, or activities. Duties may change at any time with or without notice. Management reserves the right to assign or reassign responsibilities as needed. This description reflects essential job functions but does not limit additional tasks.

EEO

A Kid's Place is an Equal Employment Opportunity (EEO) employer. We are committed to providing a workplace free from discrimination and harassment and to ensuring equal opportunity in all employment practices. Employment decisions are made without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity or expression), national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable federal, state, or local law.