Operations Support Specialist

Operations Support SpecialistIf you are a positive and personable individual looking for a satisfying and fun opportunity to make a real difference in the lives of people with intellectual, developmental disabilities, and people facing mental health, and substance use challenges, join our team at RHA Health Services!The Operations Support Specialist plays a key administrative and operational support role within the local IDD service unit. This position provides comprehensive assistance across onboarding, HR transactions, payroll and timekeeping, training coordination and facilitation, staffing support, recordkeeping, compliance, and general operational workflows needed to ensure smooth day-to-day business operations. The role serves as the liaison between caregivers, local leadership, and corporate support departments (HR, Payroll, Training, Billing, Compliance, Recruiting, and HRIS). The Operations Support Specialist ensures that processes are completed accurately and timely, that employees receive high-quality support, and that the unit maintains regulatory and organizational compliance. This position requires strong organizational skills, attention to detail, excellent communication, and the ability to manage multiple administrative and transactional tasks simultaneously in a fast-paced environment.Duties and Responsibilities:Onboarding, Hiring and Employment Process SupportCoordinates the full onboarding process for new hires, including application review, background checks, reference checks, registry checks, DMV checks, and required compliance documentation.Communicates with applicants to support a positive recruitment and onboarding experience.Conducts initial applicant screenings and assists with scheduling interviews.Ensures all new hire paperwork is completed accurately, including I-9 verification, credential requirements, and policy acknowledgments.Maintains applicant flow information, job postings, and onboarding checklists.Supports recruiting events, candidate outreach, and coordination with hiring managers.HR, Records Management and ComplianceMaintains accurate, confidential personnel files in compliance with state, federal, licensing, and company retention requirements.Enters and updates employee information in HR systems, spreadsheets, and tracking logs.Assists with internal audits, licensing reviews, and regulatory inspections by preparing and organizing required records.Responds to employee HR-related inquiries and facilitates communication between staff and corporate support teams.Distributes HR updates, reminders, and training or compliance communications.Payroll, Timekeeping and Leave SupportAssists with validating and reconciling payroll for accuracy and timeliness.Supports timekeeping processes, including resolving clock issues, missed punches, and scheduling corrections.Collaborates with payroll and supervisors to correct discrepancies.Assists with tracking and documenting PTO, leave of absence, FMLA, and workers' compensation information as needed.Scheduling and Staffing SupportMaintains accurate scheduling information and assists with shift coverage coordination.Supports supervisors to ensure staffing levels meet service and regulatory requirements.Updates scheduling systems to reflect staffing changes, new hires, and job changes.Training Coordination and Learning ComplianceCoordinates New Employee Orientation (NEO), required training courses, and annual recertification requirements for all employees.Schedules training sessions, manages instructor availability, and prepares training spaces and materials.Monitors training completion in the learning management system (LMS) and communicates compliance expectations.Assists employees with CBTs, online modules, and training navigation.Prepares training-related reports for operational leaders.Training and Facilitation Responsibilities (as assigned and credentialed)Facilitates instructor-led and blended learning sessions for frontline staff, clinical teams, and leadership.Obtains and maintains required instructor certifications, which may include:CPR/First AidWheelchair SecurementLet's Drive / Defensive DrivingIntervention & Prevention curriculumAny state- or role-specific credentialsPrepares and delivers training sessions in accordance with curriculum standards and adult learning principles.Ensures training fidelity to reinforce safety, quality, and organizational expectations.Monitors attendance, records completions, and maintains accurate training records.Observes hands-on skills demonstrations and provides coaching and feedback.Ensures all equipment, materials, and documentation are prepared prior to each training event.Operational and Administrative SupportProvides general administrative support, including data entry, filing, correspondence, reporting, and documentation.Assists with billing support or documentation review as required by local workflow.Coordinates communication between staff and corporate departments regarding HRIS issues, payroll concerns, training updates, billing questions, and policy guidance.Maintains confidentiality and handles sensitive information professionally.Supports purchasing, receipt tracking, and expense documentation when needed.Other DutiesPerforms other responsibilities related to HR, training, compliance, scheduling, operations, or administrative support as assigned.Supervisory ResponsibilitiesThis position has no supervisory responsibilities.Minimum Qualifications:High School Diploma or GED required.One year of experience in HR, payroll, training, operations support, compliance, or administrative coordination preferred.Ability to obtain and maintain required instructor certifications.Strong organizational skills, attention to detail, and communication abilities.Proficiency in Microsoft Office and electronic recordkeeping systems (HRIS, LMS, scheduling platforms).Valid driver's license (when travel between sites or training locations is required).Bilingual skills a plus.Experience working with scheduling, personnel files, compliance activities, or onboarding workflows preferred.Ability to manage competing priorities and meet strict deadlines.Strong interpersonal and communication skills; able to present information, assist staff, and communicate professionally.Ability to read, interpret, and follow policies, procedures, and regulatory requirements.Competency in Microsoft Office, HRIS systems (e.g., Workday), and training platforms.Ability to maintain confidentiality and demonstrate sound judgment.Physical Demands and Work Environment:Ability to perform tasks requiring sustained physical activity, such as sitting, standing, walking, or repetitive hand movements.Frequent use of standard office equipment, including computers, phones, and other peripherals.Ability to lift and carry items within a reasonable weight range, if necessary.Regular use of technology and exposure to prolonged periods of screen time.RHA is an Equal Employment Opportunity Employer, prohibits discrimination based on the following protected categories: race, creed, color, national origin, nationality, ancestry, age, sex/gender, marital status, civil status, domestic partnership status, familial status, religion, affectional or sexual orientation, gender identity or expression, atypical hereditary cellular or blood trait, genetic information, liability for service in the Armed Forces of the United States, or disability.Pre-employment screening:Complete criminal backgroundName checked in the registries. (OIG exclusions database, Child Abuse Registry, and Offenders Against Individuals with Developmental Disabilities)Drug testingEducation verification and other credentialing based on position requirements.Proof of employment history or references (if required)Positions that require driving Proof of driver's license, driver's insurance, and vehicle, IF required for providing transportation for individuals.We offer the following benefits to employees:Payactiv: early access to the money you've earned from hours you've already worked, before payday!Employee perks and discount program: to help you save money!Paid Time Off (full-time employees only)Health/Insurance (