Job Description

ABOUT CAROLINA FIDUCIARY SERVICES

Carolina Fiduciary Services, LLC is a specialized practice serving vulnerable populations through two primary roles: Federal Fiduciary for the Department of Veterans Affairs (managing financial affairs for Veterans deemed incompetent by the VA) and Court-Appointed Conservator for probate courts (managing affairs for adults deemed incapacitated by state courts). Our work requires navigating strict compliance requirements across both federal VA and state probate court systems, with responsibilities protected by HIPAA, Privacy Act, and VA regulations. We are committed to serving those who cannot advocate for themselves with dignity, compassion, and unwavering professionalism.

POSITION OVERVIEW

⚠ IMMEDIATE NEED: We are seeking a reliable, compassionate, and detail-oriented Receptionist/Administrative Assistant who understands that this is not just a job—it is a calling to serve vulnerable individuals with the highest level of professionalism and care. This position serves as the first point of contact for beneficiaries, their families, court officials, VA representatives, and other stakeholders. The ideal candidate will be someone who takes pride in serving others, maintains strict confidentiality, demonstrates exceptional reliability, and approaches this work with patience and genuine compassion. Start date: January 5, 2026.

IMPORTANT: This position requires working with vulnerable populations including elderly individuals, Veterans with cognitive impairments, and adults deemed legally incapacitated. If you are seeking fast-paced excitement or variety over meaningful, consistent service, this role is not for you. We need someone who finds fulfillment in reliability, accuracy, and making a real difference in vulnerable people's lives.

KEY RESPONSIBILITIES

Phone & Communication Management

• Answer all incoming calls promptly and professionally

• Route calls appropriately and take detailed, accurate messages

• Screen calls with judgment and discretion given the sensitive nature of cases

• Communicate with empathy when speaking with beneficiaries, families, and concerned parties

• Return voicemails and respond to inquiries in a timely, professional manner

Administrative Support

• Maintain organized filing systems (both paper and electronic)

• Perform accurate data entry and document preparation

• Manage office supplies and equipment maintenance

• Schedule appointments and maintain calendars

• Prepare and mail correspondence

• Assist with basic bookkeeping tasks as needed

Case Support & Documentation

• Maintain confidential case files with meticulous attention to detail

• Track important deadlines and follow up on pending matters

• Assist with preparation of court documents and VA paperwork

• Organize and scan documents into electronic case management system

• Support preparation of annual accountings and reports

Office & Client Relations

• Greet visitors warmly and professionally

• Maintain a clean, organized, and welcoming office environment

• Coordinate with external parties including courts, VA offices, and service providers

• Handle sensitive situations with beneficiaries and families with compassion and professionalism

REQUIRED QUALIFICATIONS

Education & Experience

• High school diploma or equivalent (required)

• Minimum 2 years administrative or receptionist experience

• Experience in legal, healthcare, social services, or similar field strongly preferred

• Experience working with elderly, disabled, or vulnerable populations preferred

Technical Skills

• Proficient in Microsoft Office 365 (Word, Excel, Outlook) - REQUIRED

• Comfortable learning new software and technology systems

• Strong typing skills with high accuracy

• Experience with document scanning and electronic filing systems

Professional Competencies (NON-NEGOTIABLE)

• Exceptional reliability and punctuality - We serve vulnerable people who depend on us

• Absolute discretion and confidentiality - HIPAA compliance required

• Outstanding attention to detail - Errors can have serious consequences

• Professional phone manner - You are the voice of our practice

• Patience and compassion - Working with vulnerable populations requires genuine empathy

• Strong organizational skills - Managing multiple cases with strict deadlines

• Proactive communication - Must alert supervisor to issues immediately

• Professional maturity - Able to handle sensitive, emotional situations

• Self-motivated work ethic - Can work independently and take initiative

Background Requirements

• Must pass comprehensive criminal background check

• Must pass credit check (handling beneficiary finances)

• Must provide professional references

• Must sign comprehensive confidentiality agreement

COMPENSATION & BENEFITS

• Competitive salary commensurate with experience

• Available to start January 5, 2026 (REQUIRED)

• Full-time position: Monday-Friday, standard business hours

• Paid time off

• Professional development opportunities

• Growth potential for the right candidate who demonstrates exceptional performance

GROWTH OPPORTUNITIES

For the right person who demonstrates reliability, professionalism, and genuine commitment to our mission, there are significant opportunities to grow within the organization:

• Advancement to Case Management Assistant

• Training in fiduciary accounting and compliance

• Increased responsibility in VA and probate court processes

• Leadership opportunities as the practice grows expands

WHAT WE'RE LOOKING FOR

We are NOT looking for:

• Someone who views this as "just a job" or a steppingstone

• Someone who gets bored with routine or consistency

• Someone who needs constant excitement or variety

• Someone who makes excuses or lacks accountability

• Someone who cannot maintain strict confidentiality

We ARE looking for:

• Someone who finds meaning in serving vulnerable populations

• Someone who takes pride in reliability and accuracy

• Someone who understands that small tasks done well make a big difference

• Someone who wants to build a long-term career, not just collect a paycheck

• Someone who genuinely cares about doing the right thing for people who cannot advocate for themselves

• Someone whose values align with service, compassion, and professionalism

HOW TO APPLY

Please submit the following to info@carolinafiduciaryservices.org:

• Current resume

• Cover letter explaining why you are interested in this specific role and why serving vulnerable populations matters to you

• Three professional references with contact information

Please use subject line: "Receptionist Position - [Your Name]"

Carolina Fiduciary Services, LLC is an Equal Opportunity Employer

We are committed to building a diverse team that reflects the communities we serve.

Pay: $16.00 - $20.00 per hour

Expected hours: 30.0 per week

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person

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