Operations Support Specialist

The Operations Support Specialist is responsible for supporting day-to-day operations of a Public Sector organization primarily supporting the professional services portfolio, ensuring smooth and efficient workflow across various departments, executing tasks such as: managing schedules, coordinating logistics, maintaining and analyzing data, defining, refining and implementing policies, handling administrative tasks, and resolving operational issues to maintain business continuity.This role acts as a bridge between different teams to optimize overall operational performance.

The candidate will work with the Director of Operations, Public Sector’s project and program teams, support resources and delivery teams at all levels to address challenges and implement solutions of various complexity. Initiatives may include analyzing processes, monitoring and troubleshooting delivery issues and creating methods, techniques and procedures in response to input from the corporate, field, professional services and leadership teams.

The following statements describe the principal functions of this job and its scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

The candidate for the position will:

• Employee Support Functions
  • Backup Point of Contact (PoC) for Payroll for timecard processing issues concerning staff
  • Primary PoC for ALL teammates when they have issues (i.e, Payroll, HR etc.)
  • Collaborate with Finance to resolve any payroll and expense related issues (Task Codes, Cost Transfers, etc.)
  • Primary time review, validation and approval back up
  • Primary policy PoC (identification, application, interpretation, employee handbook, Program Management Plans (PMPs))
  • Assist with resolution of access related issues (ADP, Intranet, O365, email, ERP, PBI) including license requests
  • Support development, documentation and dissemination of goals (Corp alignment, ADP)
• Program and Sector Support Functions
  • Track key performance indicators (KPIs), generating reports on operational efficiency, and identifying areas for improvement
  • Facilitating communication between different departments and stakeholders, ensuring alignment on operational goals
  • Ensure adherence to regulatory requirements and company standards (CMMI)
  • Receive and Review Contracts/Mod /funding against the signed agreements
  • Ensure contract mods/funding are received, logged, distributed for review, validated, executed and updated in program resources
  • Support monthly P&L and ETC activity execution and tracking
  • Develop, validate, maintain and publish process for the sector, programs and projects
  • Create, maintain and manage schedules using Microsoft Project
  • Create and maintain Work Breakdown Structures (WBS) based on program requirements
  • Read understand and translate contract requirements into WBS and PMP
  • Create templates and standards
• Staff Support
  • Communicate and enforce company policies and procedures to maintain compliance and quality standards
  • Create/edit position descriptions/job requisitions for existing and proposed projects
  • Ensure candidate resumes include positron description required tech and qualifications
  • Review and validate offer letters for new hires and temp to perm conversions
  • Ensure negotiated pay is aligned with program budget and norms
  • Manage Onboard/Offboard process including process improvement and automation
  • Track and maintain program onboarding requirements, timelines, steps and monitor progress to completion
  • Conduct candidate follow up if onboarding stalls, if candidate requires assistance or has questions
  • Create and maintain organizational charts and rosters
  • Create, maintain and manage ERP memorized entries for new hires, new charge codes, new projects, project changes and program updates
  • Manage employee change process including notice letters and required HR and administrative actions
• Finance
  • Collect, extract, transform, load and analyze large data sets
    • Must possess intermediate skills in MS Excel (Formulas, Pivot Tables, Visualizations, data analysis, normalization and interpretation)
  • Vendor invoice review, validation and approvals (Concur)
  • Monthly Invoice Review, Validation and Approval (audits)
  • Complete/Assist with monthly accounting adjustments (ETCs)
  • ERP (VISIBL) report generation, review and validation
  • Assist PM’s with review and approval of invoices to the customer, review and approve subcontractor invoice and review all temp to perm invoices (temporary)
  • Review, verify and approve Hardware, Software and License purchase orders for invoice submissions
  • Review, validate and approve expense reports using, monitoring and improving standard process
• Other Support Activities
  • Provide support for Directors, Portfolio Manager, Program and Project Managers to ensure alignment of service delivery practices across contracts to for consistency and alignment with corporate objectives
  • Identify and resolve operational issues, troubleshooting system or proces errors, and escalating concerns when necessary
  • Conduct Weekly Operations Coordination Meeting
  • Author, manage and deliver coordination meeting notes and minutes (SharePoint)
  • Maintain and add updates to Incident Log (Ops Review and CMMI compliance)
  • Audit Outlook distribution lists to ensure all add/delete actions taken (quarterly)
  • Maintain, validate and post Org Charts (Visio/PDF) to SharePoint, PMPs and other document asset repositories
  • Communicate with staff or clients to understand specific operational requirements
  • Identify and recommend cost effective solutions for lowering operational costs, streamlining processes, and improving the overall operational environment
  • Communicate operations information through presentations and technical reports

• Four years of project and/or operations management experience or equivalent education plus experience
• Project Management support
• Client relationship management
• Budget and cost analysis
• Process conceptualization, documentation and realization
• Create, edit and proof detailed documentation
• Strong organizational and time management skills
• Excellent communication and interpersonal abilities
• Detail-oriented with a focus on accuracy
• Ability to multitask and prioritize effectively
• Proficiency in relevant software applications (MS Excel, Project, Word, PowerPoint, SharePoint, Visio and Power BI are a plus)
• Problem-solving and analytical thinking
• Knowledge of operational processes and best practices
• Effective problem solving skills
• Excellent customer service skills and ability to develop strong working relationships
• Strong oral and written communication skills
• Must be a self-starter, able to work and learn independently, in addition to being a team player
• Can-do attitude and time management skills are critical

EDUCATION

• Bachelors degree in Business Administration or related field or equivalent combination of education and experience preferred not required.

CERTIFICATION REQUIREMENTS

• N/A

SECURITY CLEARANCE

• Not required

All offers are contingent on the successful completion of a background and drug screen.