Office Specialist

YFA (Youth and Family Advocates); Inverness (FL); On-site; USD 32,000 - 48,000; Full time

Job summary

Youth and Family Advocates in Florida seeks an Office Specialist to provide administrative and operational support, ensuring efficient office functions and adherence to agency policies. This role emphasizes trauma-informed care and professional conduct in a fast-paced environment.

Responsibilities include handling faxes, travel arrangements, purchases, petty cash, and visa card transactions, while maintaining PHI compliant practices and confidentiality.

Qualifications

• High school diploma or equivalent required; AA degree or business school preferred.
• 2+ years related work experience.
• Must be able to sit for long periods and lift up to 30 pounds.

Responsibilities

• Provide administrative and operational support to ensure efficient office operations.
• Process faxes, coordinate purchases, arrange travel, and support daily operations.
• Manage petty cash, including reconciliations and employee reimbursements.
• Review, code, and submit Visa credit card transactions accurately and timely.
• Complete documentation for new hires, training, system access, and updates.
• Coordinate office needs including maintenance, repairs, security, and equipment issues.
• Monitor fleet vehicle compliance and coordinate maintenance and repairs.
• Maintain inventory of office supplies and food items.
• Submit biweekly on-call compensation information to Payroll.
• Communicate training schedules and prepare monthly training reports.
• Assist with special projects and perform other duties as assigned.

Skills

Positive attitude

Patience

Cultural sensitivity

Organizational skills

Independent work

Attention to detail

Professionalism

Confidentiality

PHI compliance

Microsoft Office

Communication skills

Group facilitation

Teamwork

Following guidance

Diversity awareness

Education

High school diploma or equivalent

AA degree or business school preferred

Tools

Microsoft Office

Job description

Office Specialist

POSITION SUMMARY:

This position provides administrative and operational support by performing day-to-day clerical and organizational tasks to ensure efficient office operations and compliance with agency policies and procedures.

In addition to the duties and requirements listed below, YFA expects employees to be committed to incorporating principles of trauma-informed care in all areas of service delivery. Commitment to these principles is demonstrated through active participation in agency-required training, use of trauma-informed practices, and understanding that trauma-informed environments require cultural sensitivity and an emphasis on a safe and respectful environment for all.

WHAT YOU WILL DO:

Qualifications & Core Competencies:

• Positive attitude with the ability to work effectively in a challenging environment


• Demonstrated patience, respect for children and families, and cultural sensitivity


• Strong organizational skills with the ability to manage multiple priorities under stress


• Ability to work independently with a moderate level of supervision


• Strong program knowledge and attention to detail


• High level of professionalism and confidentiality, including PHI compliance


• Proficiency in Microsoft Office and general computer applications


• Strong written and verbal communication skills


• Ability to facilitate large groups and manage varied group dynamics


• Dependable, punctual, and prepared to work as scheduled


• Ability to work collaboratively in a team environment


• Willingness to accept guidance and direction from supervisors


• Commitment to EEO principles and a workplace of dignity and respect


• Alignment with the agency’s mission and core values


• Provide administrative support to the Case Management team


• Process faxes, coordinate purchases, arrange travel, and support daily operations


• Manage petty cash, including reconciliations and employee reimbursements


• Review, code, and submit Visa credit card transactions accurately and timely


• Complete documentation for new hires, training, system access, and updates


• Coordinate office needs including maintenance, repairs, security, and equipment issues


• Monitor fleet vehicle compliance and coordinate maintenance and repairs


• Maintain inventory of office supplies and food items


• Submit biweekly on-call compensation information to Payroll


• Communicate training schedules and prepare monthly training reports


• Assist with special projects and perform other duties as assigned

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.