Operations Support Specialist; Temporary

This is a temporary position ending September 30, 2026. This role is expected to conclude on this date with no guarantee of extension or conversion.

Under the direction of the Chief Operations Officer, this position is responsible for administrative support for the Human Resources and Finance departments. The position promotes and maintains efficient, effective, and standardized processes that support organizational operations and programs. The position is responsible for ensuring accuracy in these processes and tasks, and for resolving inquiries and concerns encountered in day‑to‑day operations. The position requires handling sensitive and confidential information with discretion.

• Provide first‑line support for Human Resources and Finance related questions
• Provide general support, coaching, and instruction to employees in all HR functional areas including Recruitment and Retention, Training and Development, Payroll, Benefits, HR Systems, and Employee Relations
• Assist employees with finance related questions including expense reports, check requests, invoice and credit card receipt support
• Consult with the HR & Finance team members when additional information is needed to answer employee questions and refer employees to other HR and/or Finance team members when needed
• Receive, evaluate and respond timely and appropriately to emails, phone calls, and other requests or inquiries
• Responsible for human resource personnel filing
• Provide administrative support to the Human Resources and Finance Departments in the following areas
• Support all HR & Finance team members and content areas as requested
• Assist in meeting preparation including scheduling requests, booking conference rooms, and coordinating logistics, meeting equipment needs, refreshments and the preparation and provision of sign‑in sheets, agendas and handouts
• Assist with document and report production
• Manage administrative correspondence, forms, presentations and reports
• Assist with research, development, and drafting of documents and reports
• Office reception and resource management: keep the front lobby and refreshment area neat and organized
• Assist with office supply orders and maintenance
• Update and distribute departmental communications including documents and messages via mail, email, fax, phone, etc.
• Manage incoming and outgoing mail for the department(s)
• Ensure documentation complies with applicable federal, state and other funder requirements
• Assist in the identification of opportunities for improving agency business processes
• Participate in staff meetings, project meetings, workshops and training sessions as necessary
• Ensure confidentiality of employee and agency data and follow HIPAA Privacy Regulations
• Provide administrative support to other operations staff as requested by the COO
• Perform other duties as assigned
• Conduct all duties in a safe manner

High School Diploma or GED equivalent with two years of experience in an administrative support role, including one year of experience in a Human Resources or Finance department. Experience with HR information systems is highly desired. Experience with UKG Pro will be beneficial.

This position requires an awareness of deadlines, the ability to handle and prioritize multiple tasks, and the ability to function independently. Position requires good math and problem‑solving skills.

Normal office environment.

All requirements and skills are considered to be essential, unless otherwise indicated. External and internal applicants, as well as position incumbents who are, or become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with a reasonable accommodation determined on a case‑by‑case basis by management.