Operations Specialist

Overview

Description

Work Hours: 8:30 a.m. – 5:00 p.m.;
Workdays: Monday – Friday (weekends/evenings as needed);
Location: 202 W French Pl, San Antonio, TX 78210

Mission: The mission of Catholic Charities is to provide for the needs of our community through selfless service under the sign of love.

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.

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 information or material obtained in the service with the organization, including client names, services rendered, donor names and gifts, investigations, and financial information.
• Must be sensitive to the service population’s cultural and socioeconomic characteristics.
• Adhere to safety training and protocols daily to ensure the safety and well-being of self and others.
• Adherence to the Code of Conduct and the Faith and Moral is mandatory.
• Every employee should take a solution-oriented approach and promote collaboration to support the Mission and Vision of the organization.
• Other duties as assigned by CAO/COO.

• Results Oriented
• Building Collaboration
• Business Acumen
• Communication
• Critical Thinking

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 shift priorities and collaborate across departments.
• High level of professionalism with discretion regarding sensitive information.
• Proactive mindset with attention to detail and commitment to quality.

Disclaimer:…