Operations Support Specialist

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 workspaces, 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 computer applications

Education and Experience:

• High school diploma or GED required
• Prior experience in operational support, logistics, office coordination, or similar role preferred
• Valid driver's license, reliable transportation, and proof of current automobile insurance required and must be always maintained

Equivalent combination of education and experience will be considered.

Physical Requirements and Working Conditions:

• Position is mobile across multiple Heritage locations; regular travel between sites required
• Ability to sit, stand, and work at a computer for extended periods
• Ability to lift up to 25 pounds and push low-weight mail carts
• Must adhere to all Heritage policies, procedures, safety standards, and confidentiality requirements

Compensation & Benefits

Salary Range: $17.00/hr - $20.00/hr based on experience

Heritage offers the following with this position:

• Generous Time Off: Vacation, sick, personal, and holiday leave
• Wellness Benefits: Every other Friday off (paid), Employee Assistance Program (EAP), and fitness reimbursement
• Insurance: Health, dental, vision, flex spending accounts, and additional life insurance. Health insurance includes substantial agency contributions toward the cost.
• Retirement: 401(k) and Roth options
• Professional Growth: Tuition assistance and continuing education opportunities