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<