Operations Support Specialist

Description

Sycamore Services is seeking an Operations Support Specialist to make a difference in other's lives. A non-profit organization devoted to enhancing the quality of life for those we serve by empowering individuals with intellectual and developmental disabilities and other challenges that can limit daily activities. We offer personalized services across home, community, and office settings, tailored to meet the unique needs of each person we serve. 

Objective

The Operations Support Specialist will provide support to the Chief Operating Officer (COO) by completing assigned projects, coordinating and overseeing the day-to-day office operations.

Provide support to the Administrative Team as directed by the COO. Carry out Maintenance Department administrative functions.

Serve as a customer liaison. Collect, analyze and create reports as needed.

Collect and distribute information to satellite offices as needed. Produce reports of service data and participants experiences. Assist COO with special projects as assigned.

Essential Functions

· Provide coverage for reception and perform front-desk tasks

· Facilitate day to day office operation

· Manage/monitor COO’s calendar

· Coordinate duplication and distribution processes

· Compose, prepare and review incoming/outgoing correspondence

· Coordinate events and meetings, including scheduling and monitoring conference room calendar. Prepare minutes and materials

· Prepare reports or memorandums as requested

· Coordinate and facilitate contracts and grants as requested

· Collect and report service data as requested

· Compile and format monthly and annual data for executive review

· Conduct research and interpret data

· Compile program evaluation data and submit to state and federal offices as needed

· Provide support to the Administrative Team

· Oversee secured areas in the administrative area

· Respond to inquiries regarding staff, agency, programs or services

· Maintain administrative filing systems

· Ensure proper operation/maintenance of main office equipment

· Process incoming/outgoing mail; pick up checks from satellite office locations and assist HR/Accounting with mailing tasks

· Prepare/process purchase authorizations as requested

· Maintain backup records

· Monitor, maintain and order office supplies

· Receive, identify, and distribute faxes

· Accept/secure transportation fares as needed

· Process checks, cash for daily deposits and maintain petty cash

· Maintain ARC Member list and dues including updates to state/national organizations

· Assist HR/QA with maintain/report Satisfaction Survey Summary as directed by COO

· Monitor and track exchange of company property, such as keys

· Monitor Indiana Office of Technology emails and complete tasks as needed, such as entering and uploading NOA’s and Case manager changes

· Other duties as assigned

Requirements

 · Bachelor's degree in related field or an equivalent combination of education and experience preferred

· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

· Strong emotional intelligence and work to solve problems

· Highly versatile and resourceful team player, with ability to also be self-motivated and work independently

· Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response

· Excellent presentation and communication skills, both written and verbal.

· Demonstrated ability to achieve high performance goals and meet deadlines in a fast- paced environment

· Advanced knowledge of Microsoft 365, MS Office Suite, Virtual Meeting Platforms and other software

· Demonstrated abilities in problem solving and conflict resolution

· Good working knowledge of rehabilitation services and programs

· Ability to handle front desk and reception responsibilities with a basic understanding of bookkeeping and accounting principles

· Valid drivers license and auto insurance

· Ability to lift a minimum of 35 pounds

Skills and Abilities

· Strong organizational skills

· Attention to detail

· Strong emotional intelligence

· Team player

· Self-motivated with the ability to work independently

· Proven ability to handle confidential information

· Demonstrate the highest level of customer service

· Excellent presentation and communication skills, written and verbal

· Ability to achieve high performance goals

· Meet deadlines in a fast-paced environment

· Advanced knowledge of Outlook, Word, Excel, Power Point and other software programs

· Problem solving

· Conflict resolution.

· Working knowledge of rehabilitation services and programs

· Ability to handle front desk and reception responsibilities

· Basic understanding of bookkeeping and accounting principles.