Operations Support Specialist (Temporary)

Operations Support Specialist (Temporary)

This is a temporary position ending September 30, 2026. This role is funded full-time through September 30, 2026, with no guarantee of extension or conversion. Shorter-term commitments and/or part-time schedules may also be considered.

Job Summary: 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.

Essential Functions

• Provides first-line support for Human Resources and Finance related questions
• Provide general support, coaching, and instruction to employees in all HR functional areas including, but not limited to: Recruitment and Retention, Training and Development, Payroll, Benefits, HR Systems, and Employee Relations.
• Assists 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; 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).
• Other Department Functions 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.
• Ensures confidentiality of employee and agency data and follows HIPAA Privacy Regulations. Provides administrative support to other operations staff as requested by COO. Perform other duties as assigned.
• Safety: Responsible for conducting all duties in a safe manner.

Education and Experience

High School Diploma or GED equivalent with two years of experience in an administrative support role which includes 1 year of experience in a Human Resources and/or Finance department. Experience with HR Information Systems highly desired. Experience with UKG Pro will be beneficial.

Abilities and Skills

In order to be successful in this position, the person will at minimum need to possess the following abilities and skills:

• Must have good computer skills with Microsoft Office products including Excel and Word, and Google Workspace.
• Must be comfortable working with standard office machinery (copiers, calculators, fax machines, scanners, etc.)
• Excellent oral and written communication and organizational skills
• Attention to detail and ability to work on multiple tasks or projects.
• Process focused. Ability to work in a collaborative environment.
• Proficiency in learning and using multiple software applications to fulfill job responsibilities.
• Working with and handling confidential data with appropriate discretion.

Benefits

Community Action offers excellent benefits including generous 23 days paid time off (PTO) for new employees, 14 paid holidays plus two personal days, health, dental, vision & life insurance, health savings accounts (HSA), flexible saving accounts (FSA), retirement, employee discount programs and so much more!

Community Action Partnership of Ramsey and Washington Counties is an Equal Opportunity (EEO) Employer. We recruit, select, hire, place, transfer, promote, demote, layoff, discipline, terminate, recall, compensate, and train without regard to race, religion, creed, color, national origin, age, gender, gender identity, sex, sexual orientation, familial status, disability, veteran status, status with regard to public assistance, membership or activity in a local human rights commission, or any other basis protected by applicable laws, directives, and regulations of federal, state, and local governing bodies or agencies. We will provide reasonable accommodation to applicants and employees with disabilities whenever possible.

Community Action Partnership of Ramsey & Washington Counties