Unit Staff Assistant
Job Description
Description: Support position with responsibility for providing assistance to the adoption teams in a variety of administrative and support functions.
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.
Essential Functions:
- Assist adoption staff with referrals to community resources.
- Assist adoption staff with various records requests, follow-up, and documentation in FSFN/CCWIS and other electronic databases.
- Gather pertinent information and documents in preparation for case distribution.
- May redact records for adoption disclosure.
- Answer the telephone, using the YFA greeting. Forwarding calls and/or taking messages.
- Greet visitors, directing them to the appropriate staff members and/or calling the staff member to let them know the visitor has arrived.
- Set up and maintain the administrative structure of the office under the direction of the Director of Adoptions.
- Handle incoming and outgoing mail. Open and distribute incoming mail, arrange for couriers and express deliveries and put postage on outgoing mail.
- Maintain inventory of office supplies under supervision.
- Provide occasional transport for clients as needed and required as directed by supervisor.
- Complete meeting minutes for unit and staff meetings.
- Conduct vehicle maintenance activities and addresses maintenance needs.
- Review vehicle video footage as necessary.
- Assist with car seat training and other trainings as needed.
- Assist with monthly and quarterly contract related reports and spreadsheets.
The above duties and responsibilities describe the general nature and level of work performed by people assigned to the job. They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform.
Education & Experience: High School Diploma or equivalent required. Associate’s degree preferred. Two (2) years of human services experience and/or experience working in an office environment.
Preferred knowledge and understanding of trauma-informed principles and practices, including the importance of creating a safe environment, fostering trust, promoting collaboration, and empowering individuals.
Physical Requirements: Ability to travel locally on a regular basis and regionally or statewide as needed; ability to bend, lift, and carry 30 pounds.
Knowledge, Skills & Abilities (KSAs):
- Ability to communicate effectively, verbally, and in writing.
- Ability to document timely in a clear, concise manner.
- Must possess a positive attitude concerning all aspects of working in a challenging environment, including significant patience and respect for children and families, sensitivity to cultural needs and willingness to service as a positive member of a working team
- Must have strong organizational skills with demonstrated ability to handle multiple tasks while maintaining composure under stress
- May require the use of your personally owned vehicle.
- Must be sensitive to cultural needs and willing to serve as a positive member of a working team.
- Function as a mandatory reporter, ensuring child safety, and protection.
- Maintain current knowledge of community resources.
- Must possess a valid Florida driver’s license and be insurable by the YFA’s insurance carrier.
- Arrive/report to work on time and ready to work.
- Abide by principles of EEO compliance and a workplace of dignity and respect.
- Ability to work cooperatively in a group/team setting.
- Ability to take guidance and direction from supervisors.
- Abide by core values and mission statement of YFA.
- Proficiency in Microsoft Suites.