OPERATIONS SUPPORT COORDINATOR Full-Time-Hybrid work schedule, work from home-office time as needed

Description

Do you have a passion for changing lives in the community? Do you value a positive culture that promotes work/life balance while making a significant impact? CareerSource Suncoast serves thousands of employers and job seekers each year in the Sarasota/Manatee county area. Join our team if you want to create your next success story!

Benefits Offered:

We offer great benefits, including:

4 weeks PTO in 1st year- you can start using it after 90 days!

· Plus 12 paid holidays

Free Benefits:

· Medical plan with HSA: we contribute $1,000 annually to your HSA account to cover out of pocket expenses! other low-cost plans available.

· Dental plan

· Life Insurance/Long-term Disability

· Professional development opportunities

401k plan-CSS contributes 7.5% of your salary to your account bi-weekly upon eligibility!

Other benefits available through payroll deduction include:

· Dependent medical-CareerSource Suncoast contributes 25% towards dependent premiums

· Vision

· Dependent dental

· Additional life insurance/AD&D

· Dependent life

· Short term disability

· Supplemental insurance plans (Cancer, Accident, Hospital) that pay you directly for a covered event

This position requires a highly responsible individual with excellent technical and administrative skills, sound judgment, ability to work independently and work with confidential information to provide support for the entire organization. Interacts as part of a functional team providing support to all organizations departments under the direction of the Senior Director of Economic Development to ensure quality customer service and a consistent customer experience throughout the region’s career centers. 

Primary Duties

· Assist with processing the operations and administrative procurement and purchasing activities. Entering purchase requisitions, submitting/invoices, assuring compliance with programmatic and financial policies and procedures.

· Assure that Career Centers are maintained in compliance with ADA and State One-Stop Certification and Credentialing requirements.

· Coordinate activities with the Communications and Marketing teams to ensure uniform facility related processes, branding, look, and general feel are established and maintained within the Career Centers.

· Manage regional facilities maintenance, furniture, coordination of vendors, liaison with building landlords, and alarm systems. 

· Perform general maintenance activities for the building, replacing alarm batteries, managing cleaning contracts, moving furniture, etc. 

· Manage building access to all CSS staff members, (i.e., keys, key fobs, alarm codes, etc.)

· Assist with organizing and setting up for events, Board and Staff meetings.

· Assist with the development of Board meeting minutes and agendas.  

· Process annual applications and form submission of training providers to be added to the Eligible Training Provider.

· Assist with the designing, proof-reading, fact-checking, formatting, and correcting of Local Operating Procedures, Policies, Administrative and Programmatic forms. 

· Assist with completing research and gathering appropriate information and documents for grant applications. 

· Assist the organization with processing online credit card payments of licensing exam fees, registrations, book payments, etc. as needed with approved purchase orders for clients. 

· Maintain organizational staffing patterns, org charts, and center floor plans. 

· Order supplies, business cards, names badges, etc. for all departments as requested. 

· Negotiate new lease contracts for postal meters, order postage & load postage meter. 

· Manage all Tobacco Free Department of Health activities. To include processing referrals, attending meetings, updating materials, and submitting invoices. 

· Process travel/expense authorizations, reimbursement requests and purchase requisitions for Executive leadership and Board of Directors members. 

· Review staff travel reimbursements for accuracy and submit to accounting for payment.

· Review client timecards for accuracy and approve client related payroll invoices. 

· Make conference, travel, and hotel arrangements for all Board staff and Board members as requested. 

Perform other duties as directed by the Senior Director of Economic Development 

Requirements

· Education and Experience – High school or general education degree (GED) with at least 1 year of direct related experience. College degree preferred. Demonstrated knowledge of CSS customer processes and excellence in customer service; Demonstrated excellent verbal and written communication skills and the ability to work as a team in solving problems. 

· Technical Requirements – Ability to use a personal computer for correspondence, communication, reporting, and database administration and access; Proficiency in using Microsoft Word, Excel, and Adobe for document creation. 

Additional Qualifications

  The physical ability to move furniture and lift up to 50lbs occasionally. 

· Ability to work with culturally diverse populations

· Familiarity with the communities being served, with knowledge and understanding of local needs and resources

· Ability to convey information effectively

· Ability to develop and maintain professional working relationships with management, co-workers, client staff, and the general public

· Being aware of others' reactions and understanding why they react as they do, and in turn, adjusting actions in relation to others’ actions

· Actively listening and giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times

· Use of critical thinking through logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

· Considering the relative costs and benefits of potential actions to choose the most appropriate one

· Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions

Tools or Equipment to Be Used

· A PC or related equipment and their design function.  

· Various software packages, Microsoft Word (windows), Excel, Adobe, and E-Mail

· Fax machine, photocopier, calculator, telephone

Competencies Required

· Excellent customer service skills

· Strong oral and written communication skills

· Ability to organize and prioritize responsibilities.

· Self-motivated and able to motivate others.

· Common sense and good judgment

· High level of integrity, trustworthiness, and confidentiality

· Initiative to take on responsibilities and challenges by establishing and maintaining personally challenging goals and exerting effort toward mastering tasks.

· Self-control by maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in exceedingly difficult situations.

· Reliable, responsible, and dependable while fulfilling obligations.

· Social orientation: Preferring to work with others rather than alone and being personally connected with others on the job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Behavior: The employee should display a positive view of the vision and purpose of the organization, conduct him/herself in a professional manner; and demonstrate responsible stewardship regarding the assets of the organization. The employee must be able to maintain effective working relationships with all levels of personnel and maintain confidentiality and security of organization’s and customer’s records and information.