Office Specialist

Job Description

Job Description

Description :

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 is a support position with primary responsibility for greeting and directing in person visitors / clients as well as directing telephone inquiries on a moderately complex switchboard / multiple phone system.

WHAT YOU WILL DO :

• Answering the telephone, using the YFA greeting. Forwarding calls and / or taking messages. Providing information as requested including referring calls to other agencies when appropriate. Keeping track of staff to determine who is in the office and when staff who are out of the office will return. Screening potential clients on the telephone and scheduling initial assessment appointments. Greeting visitors, directing them to the appropriate staff members and / or calling the staff member to let them know the visitor has arrived.
• Setting up and maintaining the administrative structure of the office under the direction of the Supervisor or Management. This will include preparing appointment books, scheduling of meeting rooms, maintaining office bulletin board, posting and / or distributing information as received, collecting and forwarding for processing time sheets, travel logs, personnel forms and training forms, receiving and distributing paychecks in a timely manner.
• Maintaining the office facility, which includes cleaning, repairs, routine maintenance, security and signs.
• Typing and distributing correspondence, reports, assessments and termination summaries and other documents as requested in order to assist case managers and facilitate workflow within case management team(s).
• Handling incoming and outgoing mail. Opening and distributing incoming mail, arrange for couriers and express deliveries and put postage on outgoing mail. Creating a history note in the computer when mail is received from a client.
• Maintaining inventory of office supplies under supervision. Determine where to order supplies, completing IPV’s, balancing invoices and store supplies when received for review.
• Maintaining an up-to-date knowledge of Agency’s programs and services and those of related agencies in the community.
• Providing occasional transport for clients as needed and required as directed by Supervision. May use Agency van.
• Completing other tasks and special projects as assigned by supervisor.
• Other duties as assigned by immediate supervisor or leadership.
• Trained and authorized to access protected health information.

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.

WHAT’S IN IT FOR YOU?

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

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

Youth and Family Advocates is committed to fostering a trauma informed workplace culture, to include a commitment to ensuring that employees interact with children, families, and each other in ways that promote healing, resiliency, and responsiveness to the impact of trauma in the lives of individuals.

Youth and Family Advocates 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 Advocates comply 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 Advocates are 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.