Operations Support Specialist - Evansville

Description

The Operations Support Specialist provides cross-functional administrative, accounting, human resources, front-office, compliance, transportation, and program support across Central and Vanderburgh County operations. This position supports day-to-day operational continuity by maintaining accurate records, coordinating workflows, assisting employees and supervisors, supporting client-related financial processes, managing documentation, and serving as a reliable point of contact for internal staff, vendors, guardians, interpreters, and external partners. 

Sycamore Services Team Responsibilities

• Promote and uphold the agency mission, values, policies, and commitment to quality services.
• Foster teamwork through mutual respect, shared accountability, problem solving, and assistance to coworkers as needed.
• Work effectively with a variety of individuals in office, community, residential, employment, educational, and other service settings.
• Maintain a flexible schedule based on program, training, crisis-response, employee, and individual-service needs.

Accounting and Client Financial Support

• Create monthly spreadsheets for each client.
• Review PNC checking activity daily and enter new transactions.
• Split shared expenses among household members as needed.
• Retrieve invoices from vendor websites, upload them to house folders, and note any splits.
• Balance the spreadsheet at month-end.
• Add VISA credit card data after transactions are coded and downloaded. 
• Combine PNC and VISA data into one worksheet. 
• Create a pivot table using date, vendor, account number, and consumer amount due. 
• Pull client invoices from the monthly invoice folder and save them to house folders.
• Retrieve receipts from consumer folders or VISA Spend Clarity when needed. 
• Note applicable splits on receipts and invoices. 
• Combine invoices and receipts into one PDF packet. 
• Email or mail completed packets to guardians. 
• Set up automatic payments using house cards or residential checking when applicable. 
• Set up paperless billing when applicable. 
• Assist Accounting with recoding miscoded transactions.

Human Resources and Recruitment Support 

• Contact applicants to schedule phone screenings. 
• Screen applicants and schedule in-person or virtual interviews as appropriate. 
• Partner with hiring supervisors and Directors to identify staffing needs and communicate with the Recruitment and Retention Specialist. 
• Support onboarding and ensure new hires are prepared for orientation. 
• Prepare orientation materials and submit required documents to Human Resources. 
• Attend job fairs and hiring events as requested. 
• Schedule candidate interviews and ensure interview notes are uploaded in Paylocity. 
• Support employee recognition events and initiatives. 
• Follow up with supervisors on employee compliance and training requirements. 
• Maintain the “Do Not Hire” candidate list. 
• Promote a mission-focused, respectful, inclusive work environment

Office, Program, and Vanderburgh County Operational Support

1. Phones 

• Answer the main line. 
• Maintain the 24/7 Interpreter Services line. 

2. Front Desk 

• Serve as the first point of contact for DSPs picking up shift-related items. 
• Assist DSPs with Paylocity, AccelTrax, IT, and HR issues.
• Sign for medication deliveries and secure medications in the medication cabinet. 
• Review physician orders, log new medications, and coordinate medication pickup. 
• Ensure DSPs check out medications for consumers as required. 
• Collect TB test results, I-9 forms, and related documents. 
• Handle miscellaneous office walk-in requests.

3. Purchase Orders 

• Prepare POs for METS Mobility, pest control, van maintenance, and related expenses. 
• Attach invoices, obtain supervisor signatures, and upload documents to OneDrive for approval and review. 

4. PCISPs 

• Log into the BDDS Portal and download new weekly PCISPs. 
• Upload PCISPs to Provide. 

5. VISA Spend Clarity – Vanderburgh County 

• Upload scanned receipts to VISA Spend Clarity. 
• Link receipts to the correct expenses in My Spend. 
• Code expenses to the appropriate consumers and split shared expenses as needed. 

6. Interpreter Services 

• Collect service-request information from referring entities. 
• Verify interpreter agreements are on file; if not, prepare and send the agreement for signature. 
• Confirm interpreter availability and schedule or reschedule appointments as needed. 
• Process interpreter billing, log jobs, and send forms to Accounts Receivable. 
• Submit hours, mileage, and invoices to Accounts Payable. 
• Send the monthly billing report to the COO. 

7. Tenant Rent Checks 

• Scan and send rent checks to Krystal Leonard. 
• Mail paper checks to the Corporate Office. 

8. Health Care Practitioner Encounter Forms 

• Review the WhenToWork calendar for new appointments. 
• Prepare, save, and print HCP forms with medical cards and MARs. 
• Place HCP packets in the appropriate DSP boxes. 
• Scan returned forms to Provide and email them to PCs and the Assistant Director. 

9. BDDS Reports 

• Save reports to OneDrive and upload them to Provide.

10. SafeInHome and Remote Supports Invoices 

• Review and process SafeInHome and Remote Supports invoices. 
• Coordinate approvals and maintain the invoice workflow for Vanderburgh consumers. 

11. WhenToWork Administration 

• Serve as account and group administrator. 
• Add or remove users, maintain access, and support scheduling administration. 

12. Transportation Coordination 

• Maintain transportation schedules and communicate with drivers and day programs. 
• Coordinate vehicle maintenance, fuel-card issues, and driver expectations. 
• Serve as a contact for transportation and supervision concerns. 

13. Office Access and Vendor Coordination 

• Coordinate office purchases and vendor contacts. 
• Maintain office-door and medication-cabinet access codes and update codes when access must be secured. 

14. Medication Delivery Communication 

• Notify the medication communication group when medications arrive or leave the office. 
• Maintain medication pickup and sign-out records and send required documentation. 

15. New Hire Training 

• Log into the conference-room computer and Teams. 
• Start the Teams video call with Tiffany Bolin. 
• Help new hires log into Chromebooks, HCSP, Outlook, AccelTrax, and related systems. 

16. Compliance 

• Scan and save employee documents. 
• Email documents to Tiffany Bolin. 

17. Miscellaneous 

• Support Assistant Director projects as needed. 
• Assist coworkers with copiers, computers, and other office needs.

Central Operations Support 

1.  Leases and Renter’s Insurance – Central Homes Leases 

• Track lease term dates and ensure new leases are signed for Sycamore-owned homes. 
• Update rent amounts by person and total household. 
• Upload leases to Provide when not already uploaded.

2.   Renter’s Insurance 

• Log insurance company, agent, policy number, premium amount, personal property coverage, and deductible. 
• Track policy term dates. 
• Upload policies to Provide when not already uploaded.

Requirements

Education and Experience:

• High school diploma or equivalent required; additional education or training in business administration, accounting, human resources, office management, or a related field preferred.
• Prior experience in administrative support, accounting support, human resources support, office coordination, or program operations preferred.
• Experience working in a healthcare, human services, nonprofit, residential services, or disability services environment preferred.
• Ability to pass required background checks and meet organizational compliance requirements.

Knowledge/Skills/Abilities:

• Mission focused; promotes and supports an inclusive, supportive and productive workplace environment.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and recurring workflows.
• High attention to detail and accuracy in financial tracking, document management, billing support, and data entry.
• Ability to maintain confidentiality and handle sensitive employee, client, medical, financial, and operational information appropriately.
• Effective written and verbal communication skills when working with employees, supervisors, guardians, vendors, interpreters, and external partners.
• Working knowledge of Microsoft Office, Outlook, Teams, OneDrive, Paylocity, AccelTrax, Provide, VISA Spend Clarity, WhenToWork, and related business systems, or the ability to learn them quickly.
• Ability to work independently, follow established procedures, identify issues, and escalate concerns appropriately. 
• Professional and driven to provide superior customer service.

Travel Requirements:

Occasional travel between work locations and agency events/training/conferences is required. The employee must have the ability to travel by an approved means of transportation.

Work Environment and Physical Demands:

The Operations Support Specialist generally works within an onsite office setting with frequent interruptions and competing priorities, occasional travel for events, training, career fairs. etc. may be required. Must be able to operate standard office equipment, including computers, copiers, scanners, phones, and related technology. Prolonged periods of sitting at a desk and working on a computer should be expected and able to lift up to15 pounds at times. Must be able stand and move freely for extended periods. Able to communicate in-person, by phone, by email or through virtual meeting platforms. Required to maintain documentation, retrieve and file records, and able to support front-office and program-related workflows, as needed.