Operations Administrative Specialist

Major Responsibilities/Activities:

Administrative Support 35%

• Coordinate and schedule training events and meetings.
• Provide assistance with the collection of statistics through HMIS system and other program documents.
• Oversee purchasing, billing, and invoice processing, process monthly payments, receive and submit staff reimbursement paperwork - all through online AP system.
• Coordinate staff DHS backgrounds studies and Motor Vehicle Records checks for agency drivers
• Conduct annual review of training tracking forms.
• Review program manuals, forms, and practices and provide updates to align with current client needs
• Support and management of SharePoint/Teams/OneDrive pages and files.
• Maintain knowledge of LSS policies.
• Provide program coordination and support for HMIS data entry and reporting for programs.

Hiring and Benefits 10%

• Maintain personnel files, ensure confidentiality of personnel files.
• Support administrative tasks related to recruitment and hiring of staff for all programs including composing and submitting job requisition in UKG, hiring and rejection letters and scheduling interview appointments.
• Submit necessary forms to perform all necessary background checks for staff and volunteers including state and federal for licensed programs

Data Entry and Recordkeeping 10%

• Prepare and submit Accounts Payable information to Central Services
• Support HMIS data entry and reporting for programs
• Support grant reporting efforts by presenting programmatic data

Other job duties as assigned

Type of guidance and supervision received (Level of guidance/supervision): Primary work direction comes from Operations Manager. Work direction may also come from others in the department including Director and Metro Homeless Youth Service Managers. The type of work assigned includes correspondence and reports, record keeping and policy and procedure tracking and organization, etc.

Position Requirements:

• Ability to manage and coordinate multiple administrative tasks daily
• Ability to function independently, with attention to detail and accuracy
• Effective interpersonal skills to work closely with management team, staff, volunteers and interns
• Developed computer skills (Microsoft office suite) and training in the area of typing, advanced word processing, spreadsheets, database, desktop publishing, office management, and bookkeeping.
• Experience in HMIS a plus, but not required
• Incumbent routinely faces fluctuating demands on their time requiring the application of time management, organizational, and problem-solving skills
• Incumbent applies knowledge of advanced administrative supports including data entry, typing, accounting, and other LSS business policies and procedures
• Ability to maintain professional boundaries when confronted with inquiries

Essential Physical & Mental Functions:

• Ability to communicate effectively, positively, and professionally
• Must possess good judgment skills, able to work quickly and accurately, make decisions and attention to detail required
• Strong organizational and multi-tasking capabilities
• The incumbent may occasionally lift and/or move up to 10 pounds
• Reasoning Ability to: define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• Ability to confidentially handle information.
• Ability to simultaneously manage numerous tasks with conflicting/overlapping timelines and levels of urgency.