Office Specialist

Description

Job Title: Office Specialist                                         

Division: Administrative                                                         Department: Programs ML

Reports to: Workforce and Admissions Administrator          Date Created: 8/1/2023

FLSA Classification: Non-Exempt                                           Date Revised: 01/21/2024

Company Purpose/Mission:

Roy Maas Youth Alternatives (RMYA) creates brighter futures for children in crisis by promoting individual success and healthy relationships in a safe, healing environment, giving children and families the tools to end the cycle of abuse. RMYA provides treatment programs for traumatized children who most often are victims of sexual, physical, and/or emotional abuse. RMYA supports using trauma-informed techniques and relationship-based approaches to create a safe environment that provides consistency, structure, and caring for the children we serve.

Job Summary:

The Office Specialist will oversee the day-to-day operations of the RMYA Administrative office. He/she will complete clerical and administrative tasks, and organize and coordinate office administration procedures, to ensure organizational effectiveness, efficiency, and safety. The Office Specialist is responsible for smooth functioning of the office and providing support to various departments and ensures exceptional customer service by greeting, assisting, providing direction and information to clients, visitors, and other guests of the agency.

Essential Duties/Responsibilities:

General Management and Administration:

1. Implements office policies by following procedures and standards to guide the operation of the office; ensures results are measured against standards, while making necessary changes along the way.
2. Manages office services as well as occasional projects.
3. Monitors inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
4. Assists in ensuring policies are accurate, current, and in compliance with federal and state statutes, licensing and accrediting standards, contract, and grant requirements, etc.
5. Develops, modifies, and maintains agency forms as needed.
6. Accepts, sorts, organizes and dispositions donations.
7. Assist in the operation and maintenance of standard office equipment.
8. Ensures office areas and equipment are maintained, organized and clean.
9. Organize and supervise other office activities (recycling and minor renovations).
10. Assist with word processing, data entry, filing, or other managerial projects as needed.
11. Maintains in-depth understanding of office management procedures and departmental and legal policies.
12. Submits reports and prepares documents as needed.
13. Create and update databases and records for financial information, personnel, and other data.
14. Manage emails, letters, packages, phone calls and other forms of correspondence.

    Customer Service:

1. Develops and maintains positive client and stakeholder relationships by handling questions and concerns with speed and professionalism.
2. Ensures a welcoming environment for clients, staff, and visitors in the front office area/lobby to include cleanliness, providing refreshments, etc.

    Program Administration:

1. Updating DFPS GPS every day for all RMYA license vacancies.
2. Room Money weekly.
3. Monitoring Compliance checks in Client Management system, including Incident Report Missing Signatures and daily progress note completion.
4. Check employee outstanding training monthly and send email to the staff and supervisor if any are missing or due to be taken. 
5. Additional program compliance auditing as assigned by supervisor.
6. Understand and model a trauma informed approach to foster growth and development in youth and staff, especially in times of crisis.

     Compliance and Delivery and Administration

1. Updating DFPS GPS every day for all RMYA license vacancies.
2. Room Money weekly.
3. Monitoring Compliance checks in Client Management system, including Incident Report Missing Signatures and daily progress note completion.
4. Check employee outstanding training monthly and send email to the staff and supervisor if any are missing or due to be taken. 
5. Additional program compliance auditing as assigned by supervisor.
6. Understand and model a trauma informed approach to foster growth and development in youth and staff, especially in times of crisis.

    Relationships and Collaboration:

1. Represent RMYA in a professional manner at approved events in the community, gatherings, workshops, and trainings.
2. Ensure RMYA’s strategic vision, mission, and core values are implemented and achieved through its events and volunteer activities.
3. Regularly and consistently offer input and leadership beyond assigned programs that can improve effectiveness and outcomes across all RMYA programs, services, and departments.
4. Maintain professional and ethical standards as prescribed by RMYA.
5. Maintain personally required training hours.
6. Ensure RMYA’s strategic vision, mission, and core values are implemented and achieved through its programs and services.
7. Special projects as assigned.
8. Maintain confidentiality in all areas of client and program operations.
9. Maintain professional and ethical standards as prescribed by RMYA.
10. Maintain personally required training hours.
11. Support all RMYA policies and procedures, and actively participate in their development by proposing changes and updates as well as working on teams designed to improve how we work together.

Other Duties/Responsibilities:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications

Required Qualifications:

• Education: High school diploma or equivalent.
• Experience: Minimum 2 years office administration experience.
• Certification/Licenses: Valid Texas driver’s license or ability to obtain within 90 days of hire. Must have and maintain acceptable driving record.
• Excellent interpersonal, organizational, customer service, and written and verbal communication skills.
• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
• Competencies:
  • People skills – demonstrates sensitivity and empathy with others, possesses insight into behavior, maintains open communication and respects diversity, interacts respectfully, effectively, and cooperatively with a wide range of people.
  • Integrity and ethics – demonstrates strong moral principles and work ethic, behaves ethically, acts fairly, takes responsibility, and maintains client confidentiality.
  • Professionalism – maintains a professional appearance and presence, demonstrates self-control and a positive attitude.
  • Initiative –demonstrates a willingness to work and persists to accomplish tasks even when conditions are difficult or deadlines are tight, setting challenging goals and can work independently.
  • Dependability and reliability – fulfills obligations and follows through, meets attendance and punctuality expectations, attends to details and follows directions.
  • Adaptability and flexibility - displaying the capability to adapt to new, different, or changing requirements. Embracing new innovations and providing suggestions to improve processes and tasks.
  • Lifelong learning – demonstrates a commitment to self-development and improvement.
  • Reading – able to understand and comprehend written information in a variety of formats.
  • Writing – able to use standard business English to compile information and prepare written documents.
  • Communication – conveys relevant information to individuals or groups effectively, clearly, and concisely. Able to understand, interpret, comprehend, and respond to information received from others.
  • Teamwork – establishes productive relationships and works cooperatively with others to complete work assignments and meet team objectives.
  • Customer focus – efficiently and effectively addresses needs of clients/customers.
  • Health and safety – maintains a healthy and safe environment.
• Physical Requirements: Prolonged periods of constant sitting at a desk and working on a computer. Few opportunities to relax during shifts; constant sitting, reading, writing, typing, wrist and arm rotation; frequent walking, standing, bending, reaching, climbing stairs; occasional squatting, crouching, kneeling, twisting, lifting, and carrying at least thirty pounds, driving.
• Work Environment: Willingness to work flexible hours, including evenings, weekends, and holidays. Shifts in environmental conditions i.e., hot, cold, outdoor, indoor, noise, moving objects, glare, and congested areas. fast-paced work using sensory demands i.e., hearing, vision, speech, spatial perception, tactile; dealing with multiple, complex, and varied tasks, working under pressure and deadlines, attention to detail and precise standards, working alone and in groups, some traveling and confrontational situations. May be requested to work overtime and weekends for special program events.

Preferred Qualifications:

• Education: Bachelor’s degree in business, or organizational development.
• Competencies:
  • Mathematics- using principles of mathematics to solve problems like quantification, computation, measurement, and estimation.
  • Science- using scientific methods and comprehension to solve problems.
  • Critical and analytical thinking- using logic, reasoning, mental agility, and analysis to address problems.
  • Promoting empowerment- develop strategies to assist and support the team to make informed choices through participation, self-advocacy, and utilization of resources.
  • Keeping customers informed- following up in a timely manner to requests and inquiries.
  • Planning and organizing – plans and prioritizes work, manages time effectively, develops contingency plans, and manages projects.
  • Problem solving and decision making- applying critical-thinking skills to solve problems by generating, evaluating, and implementing information, solutions, and alternatives.
  • Working with tools and technology- selecting, using, and maintaining tools and technology to facilitate work tasks.
  • Scheduling and coordinating- planning and scheduling appointments.
  • Instructing- teaching or showing someone how to do something.
  • Business fundamentals- knowledge of basic business principles, trends, and economics.

Work Authorization/Security Clearance Requirements:

Successful clearance of Department of Family and Protective Services licensing background checks, (to include fingerprinting and drug testing) and maintenance of status providing ability to be present at an operation.

Equal Employment Opportunity Statement:

Roy Maas Youth Alternatives is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. RMYA does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.