YDS Office Specialist - Youth Shelter

Description

WHO IS YFA?

We tackle some of the world's toughest problems. Our employees are an incredible group of compassionate, committed individuals, drawn by the opportunity to make a difference. Year over year, our employees report they are proud to work here and are willing to go above and beyond in service of our mission to create a safe, nurturing environment for children. 

Youth and Family Alternatives, Inc. (YFA) was founded in 1970. Our purpose and role are to serve children and families in crisis, providing programs that encourage healing, restoration, and success for those we serve. This is why “Family” is our middle name! Our hardworking 350 team members work in partnership with communities and families, providing a full range of services across the state of Florida. 

No matter the role, we believe every team member at YFA has a critical role in supporting our children and our communities and we constantly strive to ensure a positive, purpose-driven, dynamic work environment for you to learn, grow and meet your fullest potential.  

Put your talents to use in a culture of care where you can make the world a better place.

POSITION SUMMARY:  This position provides a wide range of administrative support and direct functions to shelter staff. Primarily this role will manage oversight of all operational functions for the shelter facility including shelter security, nutritional needs, and management of the daily flow of visitors and inquiries, using a moderate level of independence. The Office Specialist will also report back to YFA with a high level of confidentiality and daily reporting requirements as needed to facilitate contractual obligations. 

WHAT YOU WILL DO:

• Provide administrative and operational support to shelter staff.
• Maintain a positive attitude, patience, and respect for children, families, and team members.
• Display cultural sensitivity and collaborate effectively as part of a team.
• Handle multiple tasks with strong organizational skills, composure, and autonomy under stress.
• Ensure confidentiality and maintain extensive program knowledge.
• Demonstrate proficiency in MS Office Suite, including Word and Excel.
• Communicate effectively through written and oral methods and engage in group settings.
• Facilitate large group dynamics and activities.
• Adhere to punctuality, EEO compliance, and workplace dignity principles.
• Follow agency core values, mission statements, and supervisor guidance.
• Answer and direct phone calls using proper procedures, take messages, and provide information.
• Manage office administration, including appointment scheduling, meeting arrangements, and bulletin board updates.
• Process staff timesheets, travel logs, and personnel forms.
• Distribute paychecks and maintain office supplies and inventory.
• Handle incoming and outgoing mail, arrange deliveries, and maintain client records.
• Maintain facility cleanliness, security, and functionality, including scheduling repairs.
• Input data into NETMIS, JJIS, and Service Point systems.
• Accept, sort, and track community donations; manage donation rooms.
• Enter work orders, schedule vendors, and oversee repair and maintenance activities.
• Schedule vehicle maintenance, track mileage, and ensure safety checks.
• Coordinate office key distribution and monitor usage.
• Manage client intakes, set up folders, and handle foster care discharges.
• Access and handle protected health information securely.
• Schedule fire inspections and enter employee training data into Relias.
• Track training hours for contract compliance.

Youth Development Specialist Responsibilities:

• Screen potential clients via telephone and schedule initial assessment appointments.
• Greet visitors, direct them to appropriate staff, and notify staff members of arrivals.
• Maintain up-to-date knowledge of agency programs and community services.
• Provide transportation for clients as needed, per supervisor direction.
• Facilitate nutrition guidelines for school menus and prepare meals for field trips.
• Pick up youth from school and accompany them during school runs.
• Observe and supervise youth during physical activities.
• Provide break relief for YDS staff.
• Conduct safety checks, including wanding youth and inspecting backpacks upon arrival.
• Pick up prescription medications for children.
• Manage allowances for children.
• Cook meals for staff and youth, including facilitating "Cook for Kids" events.
• Generate monthly reports and invoices for foster care children (e.g., daily census, unserved logs, shelter census).
• Complete daily rosters for foster children.
• Coordinate temporary releases for youth.
• Supervise youth within the shelter as needed.

Location: 7522 Plathe Road, New Port Richey, FL 34653 

Requirements

WHAT YOU NEED:  

Education & Experience: High school diploma or equivalent: AA degree or Business School preferred; 2 years related work experience.

Physical Requirements: Ability to sit for long periods of time; ability to bend, lift, and carry 30 pounds.

Professional Development:  Employees must attend all training courses and meetings with a frequency which will enable them to remain in compliance with YFA policy.

Minimal YFA Annual Training Requirements: 

· 80 hours – first year and 40 hours – every year thereafter. 

Required Agency Training includes but is not limited to:

· Annual HR Compliance

· Annual HIPAA Training

· Annual Deaf and Hard of Hearing Training

· Annual Auxiliary Aids Training

· Stay current with all Florida Network Trainings

· Program Specific Essential Training - refers to a program specific plan for each program.

WHAT’S IN IT FOR YOU?

At YFA, we are as dedicated to our team members as we are to our mission! YFA provides: 

13 Days of PTO, Incrementally Increasing Annually 

13 Paid Holidays

5 Days Parental Leave

Medical, Dental, and Vision Insurance

Short-Term Disability and Long-Term Disability

Supplemental Accident, Critical Illness, and Hospital Indemnity Insurance

Paid Life Insurance

Legal Services

ID Monitoring

Pet Insurance

Employee Assistance Program

Tuition Reimbursement

Immediate eligibility for 403b Savings Plan with match after 12 months

Continuous training and professional development opportunities

And of course, an opportunity to make the world a better place! 

Youth and Family Alternatives is an equal opportunity employer and is committed to providing equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or any other characteristic protected by federal, state, or local laws. We adhere to the principles of affirmative action and strictly prohibit any form of discrimination or harassment based on these protected characteristics.

Youth and Family Alternatives complies with applicable federal, state, and local laws governing nondiscrimination in employment. This commitment extends to all aspects of employment, including recruitment, selection, promotion, transfer, training, working conditions, compensation, benefits, and other privileges of employment. 

Youth and Family Alternatives is committed to promoting a healthy and safe work environment, which is why we always maintain a smoke-free workplace. All forms of tobacco or vaping products of any kind at any time on our premises. Smoking is prohibited in all indoor areas, as well as outdoor spaces. Individuals must leave our campus, which includes our parking lots and other public areas, to smoke, vape, or use smokeless tobacco.