What are the responsibilities and job description for the YSP Unit Office Manager (Closes 3/31/2025) position at Allegheny County Department of Human Services?
We are seeking a YSP (Youth Support Partners) Unit Office Manager at our Office of Community Services. The incumbent would oversee operations and administrative functions of the Youth Support Unit and the other DHS staff based at 810 River Avenue, 3rd Floor. The Office Manager oversees a team of staff who function as the “front door” to the YSP Unit. Areas of focus include: single point of contact for general questions; YSP referrals, assignments and closures; registrations for Asset Matching Program (A.M.P); pre-screening job candidates and supporting recruitment efforts; purchasing and inventory; and onboarding staff and other administrative support. This position will handle a wide range of executive tasks. Incumbent will be required to be well organized, flexible and enjoy the administrative challenges of supporting multiple offices of diverse individuals. They must be passionate about the mission of the YSP Unit.
Essential Duties and Responsibilities
o Serves as a leader on the YSP Management Team:
o Provides management guidance, strategies for growth and operational assistance to the YSP Unit.
o Serves as backup to all managers when they are out of the office.
o Makes recommendations and implements solutions to foster a healthy workplace environment and culture.
o Collaborates with the leadership team to establish operational benchmarks, timelines and resources needed to achieve unit and individual strategic goals.
o Effectively communicates Unit priorities and strategic plans.
o Instills a sense of accountability among all team members, holding staff to individual and organizational performance standards established by leadership team.
o Responds to variety of requests unrelated to primary responsibilities.
o Oversees administrative support for the YSP Unit and other programs:
o Responsible for allocating all YSP Unit charges to the appropriate cost centers, recording, and submitting purchase approval logs on a weekly basis.
o Identifies necessary purchases and assessing product quality and costs.
o Uses data and reports to compare/contract prices and vendor deliverables for various events and activities.
o Manages YSP Unit referrals, case assignments and closures. This includes communication with referral sources, managing the waitlist, monitoring YSP vacancies, and assigning cases to supervisors. This also includes collaborating with the Youth Opportunities Manager to offer enrichment opportunities to referred youth.
o Provides administrative support to A.M.P and SFW, including youth registrations, payment requests, and processing invoices.
o Transfer fiscal and participant data from two distinct databases to mitigate program deliverables for A.M.P clients.
o Accountable for coordinating staff travel, including reviewing travel/conference details, flight recommendations, generating cash advances and expense authorization forms, reserving accommodations, completing flight check-ins, and forwarding confirmation details.
o Oversees concrete goods process, including purchasing and tracking, storage/inventory management.
o Supports the Unit Director with fiscal tracking.
o Oversees the Unit’s electronic filing system for administrative and client records in the YSP Unit.
o Assist with staff coverage tasks during holidays; responsible for maintaining staff sign in/out books.
o Maintains multiple client databases, excel spreadsheets, files, one drive folders, etc.
o Oversees everything related to the YSP Unit Snack/Drink Store for 810 River Staff.
o Provides support on various day to day projects, as well as special projects and reports.
o Leads or participates on committees and collaborates with staff to organize office celebrations, conference arrangements, community service and other events.
o Provide administrative support to the SFW program by maintaining attendance and payment records.
o Partners with HR on a variety of functions for the YSP Unit:
o Coordinates interviewing process, including pre-screens, scheduling first and second interviews and assists with all onboarding requirements for new staff.
o Helps with logistics of recruitment efforts.
o Supports DCM/Great Lakes/DHS tenants at 810 River Avenue with updating and maintaining office policies as necessary.
o Supports client and personnel file reviews by CYF or other oversight bodies.
o Painstakingly reviews video footage or pulls fob data reports as needed.
o Maintains confidentiality of all personnel matters.
o Performs, supervises and monitors the clerical activities of 810 River Avenue office:
o Scheduling of conference rooms, ordering supplies, mail receipt and distribution, and other cross-program office needs for all the DCM/Great Lakes/DHS tenants at 810 River Avenue.
o Manages fiscal tracking records for 810 River Avenue staff.
o Provide troubleshooting and technical assistance for YSP Unit and other DHS staff occupying 810 River Avenue, including connecting phone and data lines and equipment needs.
o DHS Point of contact for YSP Unit, CATTS and Multisystem Specialists, and other staff and interns located at 810 River Avenue to assist with the onboarding/offboarding process for new hires and equipment requisition.
o Serves as the on-site point person for 810 River security needs, including reviewing, saving, and maintaining security camera footage and running key FOB and door reports.
o Serves as a liaison/site manager with other tenants at 810 River Avenue, assisting with purchasing supplies and responding to facility maintenance needs.
o Serves as a liaison with DCM and facility management vendors, including cleaning, HVAC and security services.
o Provides oversight of the development of key written materials, not limited to training materials, manuals, reports and key documents.
o Works closely with CATTS, SFW, YSP Managers, and other Managers to help understand and support their administrative needs and expectations for the YSP/IPS Administrative Assistant(s).
o Serve as the on-site point person for various 810 River tenants as issues arise: direct questions and concerns to building management as necessary.
o Responsible for overseeing and maintaining the cleanliness of the third floor during business hours.
o Responsible for flagging building safety concerns and reporting as necessary.
o Meets regularly with 810 River Managers and YSP leadership for fluid coordination of office management.
§ Provides supervision, training and guidance to the YSP/IPS Administrative Assistant(s) and Intake Coordinator.
o Schedules regular supervision meetings.
o Conducts initial 6-month evaluation and annual evaluations thereafter.
o Provides general oversight and direction over their day-to-day work.
o Timely reviews and signs-off on all time sheets and expense forms for assigned staff, assuring accuracy and timely submission.
o Shares personal life experiences according to the Employee Self-Disclosure Guidance.
Why Allegheny County DHS?
- It is innovative. Most recently, the national attention and awards we’ve gotten are for how DHS integrates data and uses it to improve the safety and well-being of children through tools that support front-line staff in making decisions (using predictive analytics).
- DHS is committed to equity – for our staff, our providers, and community members.
- You can make a big impact here. We stand out as one of the best human services organizations in the country. But we need problem-solvers, innovators, and terrific leaders to make sure we are smart in how we use our funding so that we reach the people who most need our help to make their lives better.
“DHS strives to be the kind of place where a diverse mix of talented people want to come to grow and do their best work.”
-From the organization’s statement on Equity and Inclusion
AN EQUAL OPPORTUNITY EMPLOYER -M/F/V/D
Salary : $50,000
