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 operational and administrative assistance to shelter staff.
• Maintain patience, respect, and cultural sensitivity in a challenging environment; work well within a team.
• Manage multiple tasks under stress with composure and autonomy.
• Possess extensive understanding of shelter programs.
• Handle sensitive information with high discretion.
• Proficient in MS Suite (Word, Excel) and computer-literate.
• Strong written and oral communication; comfortable working in team settings and meeting new people.
• Lead large groups and manage group dynamics effectively.
• Report to work on time, ready to perform duties.
• Follow EEO principles, respect workplace dignity, and adhere to agency values and mission.
• Handle calls, track staff schedules, and maintain office structure (appointments, meetings, bulletin boards, forms, paychecks).
• Oversee cleaning, repairs, security, and signage.
• Prepare and distribute correspondence, reports, and other documents as directed.
• Process incoming/outgoing mail, including tracking and logging as necessary.
• Maintain office and food supplies, balance invoices, and store items appropriately.
• Input information into systems like NETMIS, JJIS, and Service Point.
• Accept, track, sort, and manage community donations and donation room.
• Enter work orders, schedule repairs/vendors, and oversee vendor activities on-site.
• Schedule vehicle servicing, check safety, and track mileage.
• Coordinate distribution and use of office keys.
• Manage client intake folders and process foster care intakes/discharges appropriately.
• Authorized to handle protected health information.
• Schedule and ensure compliance with fire codes.
• Enter training certificates, track employee hours, and ensure contract compliance.  
• Screen potential clients via phone and schedule assessment appointments.
• Greet visitors, direct them to appropriate staff, and notify staff of arrivals.
• Maintain up-to-date knowledge of agency programs, services, and related community resources.
• Provide transportation for clients as directed by the supervisor.
• Facilitate school menu nutrition guidelines and cook meals during field trips.
• Pick up youth from school and supervise children during school runs.
• Observe and supervise youth during physical activities.
• Relieve YDS staff during their breaks.
• Conduct security checks on arriving children and their belongings.
• Pick up prescription medications for children.
• Manage children’s allowances.
• Cook dinner for staff and oversee “Cook for Kids” events.
• Generate monthly reports and invoices for foster care children, including census and unserved logs.
• Complete daily rosters for foster children.
• Coordinate temporary releases of youth.
• Supervise youth as needed in the shelter.

Location: George Harris Youth Shelter, Bartow, FL

Requirements

WHAT YOU NEED:  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.