Operations Specialist

Position Summary Reporting to the Director of Operations and Procurement, the Operations Specialist will track and maintain supportive services inventory, including procurement, inventory control, distribution, disbursement, grant and program development, closeout, and compliance. The Operations Specialist conducts comprehensive reviews to ensure compliance with federal, state, and local regulations, organizational policies and procedures, and applicable funder requirements. This role performs quality assurance reviews of State- and County-funded programs; develops, maintains, and updates policy and procedural documentation; supports procurement and contract administration; and assists with audits, monitoring, and compliance activities. The Operations Specialist works collaboratively with internal departments and external partners to strengthen operational effectiveness, promote process integrity, and ensure the accuracy, consistency, and reliability of program data. The position leverages multiple platforms, including SharePoint, Asana, Microsoft Office Suite, FileMaker, CalJOBS, and Salesforce, to conduct reviews, identify trends and potential compliance gaps, support continuous improvement, and inform data-driven organizational decision-making. Essential Job Functions 1. Monitor all applicable programs' supportive services inventory ensuring accountability is always maintained and that each type is purchased, managed, disbursed and documented in compliance with funder, federal, state and local policies, rules and guidance. 2. Assist with quality reviews of funded programs and organizational operations. 3. Coordinate organizational policies, procedures, manuals, forms, and governance documents through document management systems, compliance libraries, and organizational reference materials, and drives accountability. 4. Coordinate document review schedules and assist with version control processes. 5. Support records retention and document archiving processes. 6. Maintain contract, agreement, and amendment tracking systems. 7. Monitor contract renewals, expirations, reporting deadlines, and closeout requirements. 8. Review contract files for completeness and compliance with internal and funding requirements. 9. Support administration of operator agreements, leases, subleases, memorandums of understanding, and other organizational agreements. 10.Assist with procurement planning, documentation, and compliance reviews 1.Support the development, issuance, evaluation, and award of Requests for Proposals (RFPs), Requests for Quotes (RFQs), and other competitive solicitations. 12.Support grant submission checklists and assist with final compliance reviews administrative requirements prior to submission. 13.Coordinate document collection and preparation for audits, monitoring reviews, and compliance assessments. 14. Perform other related duties as assigned. Fundamental Job Requirements Bachelor’s degree in public administration, business administration, project management or a related field. Two to four (2-4) years of experience in administrative management, procurement or data analysis. Displayed experience reviewing documentation, regulations, contracts, policies, or operational processes. Demonstrates integrity, professionalism, and a commitment to excellence in performing job responsibilities and delivering high'quality work. Demonstrated ability to maintain strict confidentiality, exercise sound judgment, and handle sensitive or confidential matters with professionalism, discretion, and integrity. Demonstrates ownership and accountability for projects by independently organizing, developing, coordinating, and executing project plans to achieve established objectives and deadlines. Creative and critical thinking skills, identifies opportunities for improvement, and develops practical, solution-oriented approaches to address challenges. Proven ability to adapt to shifting priorities and dynamic workloads while maintaining e…

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