Office Operations Specialist

OFFICE OPERATIONS SPECIALIST

Reports To: Accounting Manager

Supervises: None

Status: Regular, Full-Time, Non-Exempt

Work Location: In-Person, Canton, Ohio

WHO IS WORKFORCE INITIATIVE ASSOCIATION (WIA): WIA's mission is to provide workforce development programs that serve area businesses and prepare adults and youth for worthwhile and sustainable employment, especially recognizing those economically disadvantaged individuals and others in special need, through the US Department of Labor’s Workforce Innovation & Opportunity Act federally funded programs. WIA also operates the OhioMeansJobs Centers in Stark and Tuscarawas Counties; a partnership of community organizations providing employment, training, and education resources. The centers are located in Canton and New Philadelphia. WIA staff fulfill roles that directly assist job seeker and business customers with their workforce needs.

WHAT WE’RE LOOKING FOR: We are looking to add an individual with experience in handling daily office operations that requires communication both inside and outside the organization, willingness to help others, strong organizational skills, and a positive attitude to our team.

WHAT WE OFFER:

• Participation in the Ohio Public Employees Retirement System (OPERS).
• Full-time staff have access to comprehensive medical, dental, and vision benefits; competitive sick/vacation leave; and company paid life insurance.
• Standard full-time work week of 37.50 hours (1950 hours per year).
• Compensation $20.51 to $23.08 per hour ($40,000 to $45,000 annually) commensurate with experience

SUMMARY

The Office Operations Specialist oversees the daily operations that support the organization’s administrative, technology, and facility functions. This position is responsible for coordinating information technology and communications systems, purchasing and administrative activities, and maintenance needs. The Office Operations Specialist ensures smooth and efficient office operations while supporting the goals and mission of the organization.

ESSENTIAL DUTIES AND RESPONSIBILITES: the essential functions include, but are not limited to, the following. Additional duties may be assigned as necessary to meet the needs of the organization.

Administrative Coordination and Support

• Provide administrative support and assist management in adhering to office procedures.
• Assist with CFIS CLT entry and other accounting support.
• Coordinate conference registrations and travel arrangements for staff.
• Maintain organized records of contracts, vendors, and service agreements.

Procurement and Purchasing

• Manage purchasing activities in accordance with established procurement policies.
• Track purchase requisitions, prepare purchase orders, place orders, and resolve order or billing discrepancies.
• Assist management with major procurement projects and vendor negotiations.

Facilities and Maintenance

• Coordinate maintenance and supply activities for all organizational facilities and equipment.
• Schedule services, obtain quotes, and manage vendor relationships for facility upkeep.
• Be available to respond to after-hours facilities or IT emergencies when needed.

Information Technology, Software, and Communications Support

• Coordinate with contracted IT, software, and telecommunications vendors by scheduling work, sharing information, and relaying staff needs or issues.
• Provide basic user assistance and help with simple troubleshooting, support tickets, and organizing equipment maintenance.
• Support planning and coordination of routine technology updates and upgrades performed by vendors.

EDUCATION and/or EXPERIENCE

• Associate degree from an accredited college or university or three to five years of related experience/training, or an equivalent combination of education and experience.
• Strong communication and team-building skills with the ability to communicate effectively in both written and verbal form.
• Demonstrated ability to exercise sound judgment and collaborate effectively across all levels of the organization.
• Proven ability to maintain confidentiality regarding customer and staff information.
• Skilled in vendor and supplier negotiations.
• Strong organizational and multitasking abilities with attention to detail and deadlines.
• General knowledge and experience in the use and maintenance of electronic hardware, networking systems, and software applications.
• Ability to travel for training or conferences as needed.
• Valid Ohio driver’s license required.