Operations Administrative Specialist

$41,600 - $41,600/Yr

Lutheran Social Service of Minnesota - Saint Paul, MN

Full-time - Entry Level

Saint Paul, MN

Social Assistance

About the position

The Operations Administrative Specialist at Lutheran Social Service of Minnesota plays a crucial role in supporting the daily operations of programming across the continuum of Metro Homeless Youth Services. This position is designed for individuals who are organized, detail-oriented, and capable of managing multiple administrative tasks effectively. The Operations Specialist will work closely with the Operations Manager to assist in process improvements and utilize data to support programmatic decision-making. The role encompasses a broad range of administrative and operational duties, ensuring that the organization runs smoothly and efficiently. In this position, the Operations Administrative Specialist will be responsible for coordinating and scheduling training events and meetings, providing assistance with the collection of statistics through the HMIS system, and overseeing purchasing, billing, and invoice processing. The specialist will also manage staff background checks and conduct annual reviews of training tracking forms. Additionally, the role involves maintaining knowledge of LSS policies and providing program coordination and support for HMIS data entry and reporting for various programs. The position also includes responsibilities related to hiring and benefits, such as maintaining personnel files, supporting recruitment and hiring tasks, and submitting necessary forms for background checks. Data entry and recordkeeping are also key components of the role, including preparing and submitting Accounts Payable information and supporting grant reporting efforts by presenting programmatic data. The Operations Administrative Specialist will receive primary work direction from the Operations Manager, with additional guidance from other department leaders as needed.

Responsibilities

• Coordinate and schedule training events and meetings.
• Provide assistance with the collection of statistics through HMIS system and other program documents.
• Oversee purchasing, billing, and invoice processing, process monthly payments, receive and submit staff reimbursement paperwork - all through online AP system.
• Coordinate staff DHS background studies and Motor Vehicle Records checks for agency drivers.
• Conduct annual review of training tracking forms.
• Review program manuals, forms, and practices and provide updates to align with current client needs.
• Support and management of Point/Teams/OneDrive pages and files.
• Maintain knowledge of LSS policies.
• Provide program coordination and support for HMIS data entry and reporting for programs.
• Maintain personnel files, ensure confidentiality of personnel files.
• Support administrative tasks related to recruitment and hiring of staff for all programs including composing and submitting job requisition in UKG, hiring and rejection letters and scheduling interview appointments.
• Submit necessary forms to perform all necessary background checks for staff and volunteers including state and federal for licensed programs.
• Prepare and submit Accounts Payable information to Central Services.
• Support HMIS data entry and reporting for programs.
• Support grant reporting efforts by presenting programmatic data.

Requirements

• Ability to manage and coordinate multiple administrative tasks daily.
• Ability to function independently, with attention to detail and accuracy.
• Effective interpersonal skills to work closely with management team, staff, volunteers and interns.
• Developed computer skills (Microsoft office suite) and training in the area of typing, advanced word processing, spreadsheets, database, desktop publishing, office management, and bookkeeping.
• Experience in HMIS a plus, but not required.
• Ability to maintain professional boundaries when confronted with inquiries.

Nice-to-haves

• Experience in HMIS a plus, but not required.

Benefits

• Competitive salary of $20.00 per hour.
• Full-time position with potential for career growth within the organization.