Youth Services Outreach Specialist

Performs a variety of administrative support, secretarial tasks, and records processing in an office and works independently performing duties requiring ability to interpret and apply departmental rules and regulations to a variety of situations as it relates to the planning, organizing, administering, and coordinating of juvenile and intervention programs for court ordered and referred at-risk youth throughout the community.

Employees in this class perform a wide variety of administrative support, secretarial, and office management duties. Work generally requires that employees independently handle certain activities such as information processing, fiscal controls, computer systems administration, or a special aspect of a program of office activity. The administrative support duties require considerable tact and discretion in handling sensitive or confidential matters. Work requires a broader knowledge of more specialized office operations in order that the role may perform at a competent level in representing the supervisor or manager. Work requires more independence and self-initiative in activities and may include more independence in communications, both written and oral; may provide technical assistance to other support positions. Precedent-setting situations are referred to higher level supervisors. Guides may include a variety of verbal instructions, written manuals and instructions, as well as comprehensive rules, statutes, and regulations. Work is performed under the supervision of the department head and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

Essential Duties and Tasks

• Secures information via telephone or personal contact; selects appropriate materials to answer questions, and often handles the inquiries independently.
• Handles confidential or sensitive information in an appropriate manner; may require verbal or written reports on more complex issues.
• Handles payroll, accounting and budgetary actions, and other functions for the department; orders supplies and materials and serves as contact with the purchasing and finance operations; approves bills for payment; makes recommendations on equipment and technology upgrades to the manager or supervisor.
• May serve as secretary to one or more boards by developing agenda, making meeting arrangements, and taking and transcribing minutes.
• May be responsible for evaluating staff members’ technology skills and assists in providing or locating resources for skills enhancement; may be involved in developing an office website.
• Maintains sensitive activity records and files; initiates appropriate follow-up or further action based on the status of program activity.
• Assist with the coordination and administration of Teen Court; meets with youth and family members to explain program procedures and rules and participant responsibilities; recruits and trains volunteers,
• Assist with receiving referrals from court and juvenile counselors for Community Service/Restitution; conducts intake procedures with youth and parents; makes appropriate work site assignments and trains work site supervisors, continually contacts clients to ensure program compliance, and assures clients are performing assigned task; monitors restitution to court victims; develops work site arrangement with community members.
• Assist with receiving referrals from school and human service personnel and others regarding youth development needs; facilitates or contacts individuals to hold life development skills training that will contribute to a more positive self-image, enhanced academics, better decision making, and acceptable behavior; provides training in job seeking skills and job placement assistance; identifies school outings for participants.
• Assist with the maintenance of library resource materials; uses material to develop individualized plans and developmental training.
• Assist with the completing and maintaining individualized participants service plans, contact logs for interaction with youth clients and their family members, and other detailed records on program activity.
• Assist with the entering of client tracking and records in state automated reporting system.
• Assist with developing objectives and other input for program proposals and agreements.
• Assist with providing input for annual operating budgets; maintains program budget.
• Assist with developing internal operating procedures and policies for specific program activities.
• Assist with assessing effectiveness of program activities and makes recommendations for improvements and changes.
• Assist with developing cooperative partnerships and relationships with individuals, groups, agencies, community leaders, advisory board, and others to promote youth service programs; serves on advisory committees to ensure that program is meeting the needs of the clients; develops market material to promote programs; participates in community related activities; delivers presentations on program purpose and activities.
• Responds verbally and in writing to a variety of inquiries, requests, and correspondence from community groups and the general public regarding youth service programs.
• Attends various conferences and workshops in the continual development of program improvements.

• May organize and direct special programs and activities for the organization.
• Serves as back-up for positions within the organization.

Performs related duties as required

Knowledge, Skills, and Abilities

• Thorough knowledge of office practices and procedures.
• Considerable knowledge and ability to use sophisticated computer technology, grammar, vocabulary, and spelling.
• Considerable knowledge of working with data, statistics, figures, and arithmetic.
• Working knowledge of City functions to which assigned and related policies, procedures, and regulations.
• Ability to be tactful and courteous in communicating information to customers and citizens.
• Ability to use judgment in organizing and establishing priorities and work assigned.
• Ability to maintain effective relationships with supervisors, employees, and the public.
• May need the ability to plan, organize, monitor, evaluate, and delegate duties to others.

Physical Requirements

• Must be able to physically perform the basic life operational functions of fingering, grasping, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to move objects.
• Must possess the visual acuity to prepare and analyze data and figures, to operate a typewriter or computer terminal, and to determine the accuracy, neatness, and thoroughness of the work assigned. Some positions may be required to take and transcribe dictation and minutes.

Desirable Education and Experience

• Graduation from a community college with an Associate degree with public administrative or criminal justice experience. Strong public program and public contact duties; or an equivalent combination of education and experience.

Special Requirement:

• Possession of a valid driver license