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 highquality 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 efficiency and focus on key objectives.

• Exceptional written, verbal, and public speaking skills, including expertise in presentation development and delivery.

• Computer proficiency, particularly with the Microsoft Office suite, including Outlook, Word, Excel and PowerPoint

Desired Requirements

 Master’s degree in public administration, business administration, project management, or related field.

• Process optimization and analytical skills. 

• Experience with SharePoint and SalesForce.

• Ability to demonstrate integrity and strive for excellence.

• Proven ability to maintain confidentiality and handle sensitive situations with solid judgment.

• Experience supporting procurement and competitive solicitation processes.

• Experience with audit coordination

Our Values

Compassion. Collaboration. Opportunity.

We Love to Take Care of Our Workforce Associates–

We offer a great work environment, a culture that values individuality and inclusion, collaborative and innovative teams, and a competitive pay and benefits package. Our benefits include: PTO, PTO sell-back program, generous employer-paid benefits (platinum plans), company-paid learning and professional development program, pension plan and 457 retirement plan additional employee wellness. Compensation for this position ranges from $31.36 - $43.98. 

In the spirit of pay transparency, we are excited to share the base salary range for this position. If you are hired at San Diego Workforce Partnership, your final base salary (within the pay range), will be determined based on factors such as education, knowledge, skills, and experience. In addition to those factors, we believe in the importance of pay equity and consider the internal equity of our current team members when determining any final offer. Please keep in mind that the range mentioned above is the full base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer generous benefits and retirement plans.

At the Workforce Partnership, we don’t just accept difference — we celebrate it, we support it, and we thrive on it for the benefit of our employees, and the work that we do in the communities we serve. We are proud to be an equal opportunity workplace for all. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law. Auxiliary aids and services are available upon request to individuals with disabilities. 

San Diego Workforce Partnership is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin, ancestry, sex, gender, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, gender identity, gender expression, marital status, or any other characteristic protected by applicable federal, state, or local law.