Business Systems Specialist

Job Description

Job Description

Business Systems Specialist

About Mobile Loaves & Fishes

Mobile Loaves & Fishes (MLF) is a social outreach ministry that has been empowering communities into a lifestyle of service with the homeless since 1998. Founded in Austin, Texas, the organization serves its homeless neighbors through three core programs: Truck Ministry, Community First! Village, and Community Works. Often referred to as the most talked about neighborhood in Austin, Community First! Village is a 51-acre master planned development that provides affordable, permanent housing and a supportive community for men and women coming out of chronic homelessness. We are now embarking on a new phase of community expansion, adding more than 1400 new neighbors over the next 5-10 years.

About the Role

The Business Systems Specialist at Mobile Loaves & Fishes (MLF) improves how work gets done across the organization. As part of the Innovations department, this position partners with the Systems and Knowledge Manager to document and redesign processes, implement and support organizational systems including AI-enabled tools, and capture institutional knowledge in a central, accessible source of truth. The Business Systems Specialist works alongside other teams at MLF to understand how they work today, identify inefficiencies, and build the systems, automations, and documentation that keep MLF's work sustainable as the organization grows.

This is a full-time, non-exempt position reporting to the Systems & Knowledge Manager. Standard hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., including a one-hour lunch break. The Business Systems Specialist will office at Community First! Village, located at 9116 Hog Eye Road, Austin, TX 78724.

Duties & Responsibilities

• Process Improvement & Analysis
  • Partner with departments to document current-state processes, identify inefficiencies and bottlenecks, and recommend redesigned workflows
  • Gather and document requirements for new and improved systems, translating what staff need into clear, actionable specifications
  • Analyze operational data to understand how processes actually perform and to measure whether changes made a difference
  • Build reports and visualizations that support process analysis and decision-making
• Systems & AI Implementation
  • Support the implementation of new and upgraded systems, including configuration, data migration, testing, and rollout
  • Support the implementation and ongoing use of AI-enabled tools, including configuration, accuracy monitoring, and refinement as needs change
  • Design, build, and maintain automations that reduce manual and repetitive work; monitor them for errors and update them as processes change
  • Support the migration of data from spreadsheets into Salesforce and other centralized systems
  • Apply sound judgment about appropriate use of AI and automation, particularly where sensitive neighbor, donor, and volunteer information is involved
• Knowledge Management & Documentation
  • Create and maintain process documentation, standard operating procedures, and data definitions in a central, accessible source of truth
  • Establish and apply documentation standards that make institutional knowledge easy to find, use, and keep current
• Training & Adoption
  • Train staff one-on-one and in groups on organizational systems, tools, and improved processes
  • Develop training materials and job aids suited to staff at varying levels of technical proficiency
  • Support adoption of organizational tools and practices, including Asana and AI-supported tools, through hands-on support and follow-through
• Collaboration & Support
  • Coordinate with the Data Specialist to maintain coverage for time-sensitive reporting and requests
  • Manage assigned work in Asana, keeping requesters informed of status and timelines
  • Ensure confidentiality compliance and appropriate handling of sensitive neighbor, donor, and volunteer information
  • Attend regularly scheduled staff and team meetings
  • Other duties and responsibilities as needed

Knowledge, Skills, Abilities & Principles

• MLF is a faith-based organization whose ideals and philosophy come directly from the Gospel of Jesus Christ. As an organization, we strive to reflect this precept in our communications, both internally and externally.
• Commitment to serving those who have experienced homelessness and personal alignment with MLF's vision, mission, core values, and goals.
• Work experience as a business analyst, systems analyst, process analyst, data analyst, or in a related field
• Familiarity with business process improvement, including mapping current-state processes, identifying inefficiencies, and following through on changes; Lean Six Sigma Green Belt or above certification is a plus
• Experience implementing or rolling out an AI-enabled tool in a work setting, including configuration, testing, staff training, and monitoring accuracy over time preferred
• Practical fluency with AI tools in day-to-day work, such as drafting, summarizing, analyzing data, or automating repetitive tasks
• Sound judgment about where AI is and is not appropriate, particularly with sensitive or confidential information
• Skilled at training others one-on-one and in groups, translating technical concepts into plain language for staff at any proficiency level, and producing documentation people can follow on their own
• Experience gathering requirements and documenting processes, procedures, or workflows
• Highly proficient in Microsoft 365 (Excel, Outlook, Teams, etc.)
• Experience building reports and visualizations; Power BI experience preferred
• Experience with data analytic or automation tools such as Python, R, or Power Automate is a plus
• Familiarity with Salesforce is a plus
• Skilled in analyzing data, identifying trends, and presenting insights clearly
• Curiosity and persistence in understanding how work actually gets done, including asking good questions of staff at every level of the organization
• Strong attention to detail and accuracy
• Excellent organizational, multitasking, and problem-solving skills
• Clear and concise written and verbal communication, with the ability to build working relationships across departments
• Willingness to pursue continued education or certifications relevant to the role
• Positive attitude and ability to work both independently and collaboratively
• Patience, professionalism, and compassion when working with diverse populations
• Demonstrates integrity and a commitment to excellence
• Ability to manage multiple projects in a fast-paced environment
• Must have a valid driver's license
• Must submit to and pass a criminal background check and drug screen

Work Environment & Physical Demands

• Ability to move about all phases of Community First! Village
• Requires prolonged periods of sitting/standing and working at a computer

Benefits

• Day one 100% Employer paid, Health, Dental, Vision, Life, STD & LTD Insurance
• Generous Paid Time Off & Holiday Pay
• Matching 401(k) Retirement Plan
• Corporate Discount Program
• Professional Development Opportunities
• Employee Assistance Program
• Paid Parental Leave
• Wellness Partnership Benefits

MLF VISION

We empower communities into a lifestyle of service with the homeless.

MLF MISSION

We provide food and clothing, cultivate community, and promote dignity to our homeless brothers and sisters in need.

GOALS

• Transform the way people view the stereotype of those who find themselves homeless
• Reconnect the homeless to self, family and community
• Help the chronically homeless rediscover and utilize their God-given talents to do purposeful work
• Connect human to human, heart to heart through the fellowship of food and hospitality
• Inspire people into a lifestyle of abundance by giving their best first

BELIEF STATEMENTS

The vision is supported by belief statements centered on our belief that homelessness is the result of a profound, catastrophic loss of family:

• God, infinitely perfect and blessed in himself, in a plan of sheer goodness freely created man to make him share in his own blessed life
• By virtue of being created by God in His image, we are all called to live in community and relationship with Him through each other
• The family is the original cell of social life
• You shall love your neighbor as yourself
• All members of the human family are equal in dignity
• The Lord God took the man and settled him in the Garden of Eden to cultivate and care for it. Gen 2:15

CORE VALUES

MLF is committed to fostering a culture that prioritizes relational connection. We believe there is opportunity in every aspect of our work to be relational in a highly transactional world. In this culture, transactions are means to relational ends, not the other way around.​

​​This begins with the countercultural love poured out by Jesus Christ and grows as imperfect individuals strive to show this love to each other human-to-human, heart-to-heart.​

​​Each individual's openness to the journey of their own personal growth is essential in building our relational culture, and we believe this culture flourishes as we each continuously strive to more fully embody these four core values:

• Faith: We define Faith as the foundational belief that our world and all our work belong to God. This allows us to engage our work with joy and lightheartedness, knowing that we are not ultimately in control.
• Humility: We define Humility as rightly viewing oneself as a single piece of a grander story. This humility leads to a view of oneself that is neither too high nor too low.
• Generous Spirit: We define a Generous Spirit as a readiness to give more grace, mercy, and hospitality than is necessary or expected. This posture allows us to see others for who they are, not what they do.
• Integrity: We define Integrity as a wholehearted commitment to doing right by God, ourselves, and others. This wholeheartedness shows itself in consistently choosing honesty, responsibility and ownership in all actions and decisions.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

MLF is committed to creating a diverse environment and is proud to be an equal opportunity employer. Personnel are chosen based on ability without regard to race, color, religion, sex, national origin, genetics, disability, marital status, or sexual orientation in accordance with federal and state law.