Operations Specialist en Catholic Charities

Description

Summary:

The Operations Specialist plays a vital role within the Administration department by providing versatile support across Human Resources, Compliance, Finance and Facilities. This position encompasses a blend of traditional administrative tasks and higher-level responsibilities, including generating reports, performing periodic file audits, supporting compliance efforts, and overseeing facilities financial management. The role demands strong organizational skills, attention to detail, and the ability to work independently on a variety of tasks that support the agency’s operational efficiency.

Position Responsibilities:

Human Resources Support:

· *Assist with posting job positions and managing recruitment documentation.

· *Support onboarding and maintain personnel files with confidentiality and accuracy.

· *Help coordinate training sessions and staff development activities.

Compliance Support:

· *Conduct regular file audits to ensure compliance with agency and regulatory standards.

· *Prepare and organize documentation for audits and compliance reporting.

· Coordinate compliance meetings and follow up on action items.

Finance Support:

· *Complete purchase orders, vendor communication, and receipt entry and tracking.  

· Generate and analyze basic financial and operational reports as needed.

· *Complete invoice processing and documentation for budgeting purposes.

Facilities Support:

· Conduct facilities checks as requested and document findings.

· *Complete receipts for Facilities Directors

· Coordinate maintenance requests and liaise with vendors or contractors.

Administrative and Strategic Support:

· Organize and facilitate meetings, including scheduling, agenda preparation, and minute-taking.

· Assist with strategic planning efforts by preparing materials, coordinating logistics, and maintaining records.

· Manage general filing systems, both electronic and physical, ensuring easy retrieval and organization.

· Provide ad hoc administrative support, including drafting correspondence and handling inquiries.

Other:

*·Maintains compliance with applicable laws, regulations, policies and best practices

·Work collaboratively with executive team and leadership to meet agency goals

·Must complete all required professional trainings in a timely manner

·Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to      include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.

·Must be sensitive to the service population’s cultural and socioeconomic characteristics.

·Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others       

·Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to clientnames and information, services rendered to clients, donors names and  gifts, internal and external investigations or results of any investigations,and financial information

·Adherence to the Code of Conduct and the Faith and Moral is mandatory

·Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization

·Other duties as assigned by CAO/COO

Competencies

Results Oriented

Building Collaboration

Business Acumen

Communication

Critical Thinking

Requirements

Minimum Qualifications: 

• Education
  • Associates degree preferred; relevant experience may substitute for education
• Experience
  • Experience in administrative or operational roles with a focus on multi-departmental support
• License and Credentials
  • Reliable transportation
  • Valid driver license
  • Must have clean driving record

Minimum Knowledge and Skills: 

· Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

· Demonstrated ability to generate reports and conduct basic audits

· Excellent organizational, communication, and problem-solving skills

· Ability to prioritize tasks and work independently

· Ability to respond to requests from multiple leaders

· Ability to shifting priorities and collaborative work across departments

· High level of professionalism with discretion with sensitive information

· Proactive mindset with attention to detail and commitment to quality

Disclaimer:

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, etc.) ** This is a Grant funded position and salary is dependent on funding availability. Position can be eliminated at any time because of lack of funding to support this position.**

Catholic Charities is an Equal Opportunity Employer. To view this and other employment opportunities please visit our website at www.ccaosa.org. You must apply through our website and complete the application and upload your resume. No phone calls please. If you are chosen for an interview, you will be contacted.