Operations Support Specialist

About this role

We are hiring for: Operations Support Specialist Type: Regular If you are a positive and personable individual looking for a satisfying and fun opportunity to make a real difference in the lives of people with intellectual, developmental disabilities, and people facing mental health, and substance use challenges, join our team at RHA Health Services!  

The Operations Support Specialist plays a key administrative and operational support role within the local IDD service unit. This position provides comprehensive assistance across onboarding, HR transactions, payroll and timekeeping, training coordination and facilitation, staffing support, recordkeeping, compliance, and general operational workflows needed to ensure smooth day-to-day business operations.

The role serves as the liaison between caregivers, local leadership, and corporate support departments (HR, Payroll, Training, Billing, Compliance, Recruiting, and HRIS). The Operations Support Specialist ensures that processes are completed accurately and timely, that employees receive high-quality support, and that the unit maintains regulatory and organizational compliance.

This position requires strong organizational skills, attention to detail, excellent communication, and the ability to manage multiple administrative and transactional tasks simultaneously in a fast-paced environment. DUTIES AND RESPONSIBILITIES:

Onboarding, Hiring and Employment Process Support • Coordinates the full onboarding process for new hires, including application review, background checks, reference checks, registry checks, DMV checks, and required compliance documentation. • Communicates with applicants to support a positive recruitment and onboarding experience. • Conducts initial applicant screenings and assists with scheduling interviews. • Ensures all new hire paperwork is completed accurately, including I-9 verification, credential requirements, and policy acknowledgments. • Maintains applicant flow information, job postings, and onboarding checklists. • Supports recruiting events, candidate outreach, and coordination with hiring managers.

HR, Records Management and Compliance • Maintains accurate, confidential personnel files in compliance with state, federal, licensing, and company retention requirements. • Enters and updates employee information in HR systems, spreadsheets, and tracking logs. • Assists with internal audits, licensing reviews, and regulatory inspections by preparing and organizing required records. • Responds to employee HR-related inquiries and facilitates communication between staff and corporate support teams. • Distributes HR updates, reminders, and training or compliance communications.

Payroll, Timekeeping and Leave Support • Assists with validating and reconciling payroll for accuracy and timeliness. • Supports timekeeping processes, including resolving clock issues, missed punches, and scheduling corrections. • Collaborates with payroll and supervisors to correct discrepancies. • Assists with tracking and documenting PTO, leave of absence, FMLA, and workers' compensation information as needed.

Scheduling and Staffing Support • Maintains accurate scheduling information and assists with shift coverage coordination. • Supports supervisors to ensure staffing levels meet service and regulatory requirements. • Updates scheduling systems to reflect staffing changes, new hires, and job changes.

Training Coordination and Learning Compliance • Coordinates New Employee Orientation (NEO), required training courses, and annual recertification requirements for all employees. • Schedules training sessions, manages instructor availability, and prepares training spaces and materials. • Monitors training completion in the learning management system (LMS) and communicates compliance expectations. • Assists employees with CBTs, online modules, and training navigation. • Prepares training-related reports for operational leaders.

Training and Facilitation Responsibilities (as assigned and credentialed) • Facilitates instructor-led and blended learning sessions for frontline staff, clinical teams, and leadership. • Obtains and maintains required instructor certifications, which may include: • CPR/First Aid • Wheelchair Securement • Let’s Drive / Defensive Driving • Intervention & Prevention curriculum • Any state- or role-specific credentials

• Prepares and delivers training sessions in accordance with curriculum standards and adult learning principles. • Ensures training fidelity to reinforce safety, quality, and organizational expectations. • Monitors attendance, records completions, and maintains accurate training records. • Observes hands-on skills demonstrations and provides coaching and feedback. • Ensures all equipment, materials, and documentation are prepared prior to each training event.

Operational and Administrative Support • Provides general administrative support, including data entry, filing, correspondence, reporting, and documentation. • Assists with billing support or documentation review as required by local workflow. • Coordinates communication between staff and corporate departments regarding HRIS issues, payroll concerns, training updates, billing questions, and policy guidance. • Maintains confidentiality and handles sensitive information professionally. • Supports purchasing, receipt tracking, and expense documentation when needed.

Other Duties • Performs other responsibilities related to HR, training, compliance, scheduling, operations, or administrative support as assigned.

Supervisory Responsibilities This position has no supervisory responsibilities.

MINIMUM QUALIFICATIONS: • High School Diploma or GED required. • One year of experience in HR, payroll, training, operations support, compliance, or administrative coordination preferred. • Ability to obtain and maintain required instructor certifications. • Strong organizational skills, attention to detail, and communication abilities. • Proficiency in Micros

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