Operations Support Specialist, Administrative​/Clerical

Operations Support Specialist

Reports to:

Operations Support Manager

Location:

Heritage Behavioral Health Center, Decatur, IL

Schedule:

Monday–Friday, 8:00am–5:00pm.

Work Setting:
In-Person — mobile across multiple Heritage locations

Position Overview:

Heritage Behavioral Health Center (HBHC) is a Certified Community Behavioral Health Clinic (CCBHC) providing comprehensive behavioral health and primary care services to individuals and families across central Illinois. We are seeking a dependable and service-oriented Operations Support Specialist to help keep our organization running smoothly behind the scenes.

The Operations Support Specialist provides essential logistical, administrative, and operational support across the organization — managing mail and deliveries, coordinating transportation and errands, supporting meeting and event logistics, processing purchasing requests, and maintaining supply inventory. This is a mobile, in-person role that touches every part of the agency. At Heritage, we recognize that every role impacts the individuals we serve, and this position is no exception: a well-run operation allows our clinical teams to focus entirely on delivering exceptional care.

Leadership & Team Expectations

• Demonstrate a sense of pride and ownership in the operational work that supports Heritage's mission and the people we serve
• Maintain professionalism, reliability, and strong communication in all interactions with staff, vendors, and community partners
• Anticipate needs proactively rather than only reacting to requests — be the person people can count on
• Model and reinforce Heritage's mission, values, and ethical standards in every interaction

Core Responsibilities:

Mail, Deliveries & Transportation

• Coordinate and distribute incoming and outgoing mail, packages, and internal deliveries across all Heritage locations
• Assist with transportation logistics, including pickup and delivery of supplies and materials to off-site locations
• Complete routine errands and operational tasks to support daily agency functions

Meeting & Event Support

• Support meeting and event logistics, including food pickup and distribution, room setup, and supply coordination
• Assist with coordination of agency events and special projects as assigned

Purchasing & Supply Management

• Process and fulfill purchasing requests for supplies, materials, and operational needs in accordance with agency procedures
• Maintain inventory of office, operational, and program supplies and notify leadership of replenishment needs before shortages occur
• Assist with maintaining organized work spaces, storage areas, and shared operational resources

Administrative & Operational Support

• Provide administrative and operational assistance across departments as needed
• Communicate effectively with staff, vendors, and community partners to coordinate services and requests
• Follow all agency policies, safety procedures, and confidentiality standards in the performance of all job functions
• Perform other duties as assigned consistent with this role

Performance Expectations / What Success Looks Like

• Daily operations run smoothly with minimal disruptions or delays in mail, transportation, purchasing, or meeting logistics
• Staff requests are handled efficiently and accurately, with clear communication and consistent follow-through
• Supplies and operational needs are proactively monitored and replenished before shortages occur
• Staff across the agency view this person as a dependable, organized, and resourceful go-to partner for operational needs
• Tasks and projects are completed on time and in accordance with agency policies and expectations

Knowledge, Skills and Abilities:

• Strong interpersonal, verbal, and written communication skills
• Excellent organizational skills and strong attention to detail
• Ability to problem-solve, multi-task, and manage competing priorities in a fast-paced environment
• Ability to work both independently and collaboratively as part of a multidisciplinary team
• Strong time management skills; ability to consistently meet deadlines and expectations
• Ability to respond calmly and effectively in urgent or emergency situations
• Proficiency with email, phone communication, and basic…