Operations Administrative Specialist

Lutheran Social Service of Minnesota•Saint Paul, MN

About The Position

Lutheran Social Service MN is a dynamic social service organization serving children, youth and families, people with disabilities, older adults and military veterans. We offer an ALIVE Workplace (Supportive, Positive and Fun) and careers that challenge, energize and reward employees. Consider joining us! Position Summary: Provides broad range of administrative and operational duties and supports the daily operations of programming across the continuum of Metro Homeless Youth Services. The Operations Specialist partners with the Operations Manager to assist with process improvements and utilize data to support programmatic decision making.

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.
Incumbent routinely faces fluctuating demands on their time requiring the application of time management, organizational, and problem-solving skills
Incumbent applies knowledge of advanced administrative supports including data entry, typing, accounting, and other LSS business policies and procedures
Ability to maintain professional boundaries when confronted with inquiries
Ability to communicate effectively, positively, and professionally
Must possess good judgment skills, able to work quickly and accurately, make decisions and attention to detail required
Strong organizational and multi-tasking capabilities
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Ability to confidentially handle information.
Ability to simultaneously manage numerous tasks with conflicting/overlapping timelines and levels of urgency.

Nice To Haves

Experience in HMIS a plus, but not required

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 backgrounds 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 SharePoint/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
Other job duties as assigned