Operations Support Specialist - Evansville

Operations Support SpecialistThe Operations Support Specialist provides cross-functional administrative, accounting, human resources, front-office, compliance, transportation, and program support across Central and Vanderburgh County operations. This position supports day-to-day operational continuity by maintaining accurate records, coordinating workflows, assisting employees and supervisors, supporting client-related financial processes, managing documentation, and serving as a reliable point of contact for internal staff, vendors, guardians, interpreters, and external partners.Sycamore Services Team ResponsibilitiesPromote and uphold the agency mission, values, policies, and commitment to quality services.Foster teamwork through mutual respect, shared accountability, problem solving, and assistance to coworkers as needed.Work effectively with a variety of individuals in office, community, residential, employment, educational, and other service settings.Maintain a flexible schedule based on program, training, crisis-response, employee, and individual-service needs.Accounting and Client Financial SupportCreate monthly spreadsheets for each client.Review PNC checking activity daily and enter new transactions.Split shared expenses among household members as needed.Retrieve invoices from vendor websites, upload them to house folders, and note any splits.Balance the spreadsheet at month-end.Add VISA credit card data after transactions are coded and downloaded.Combine PNC and VISA data into one worksheet.Create a pivot table using date, vendor, account number, and consumer amount due.Pull client invoices from the monthly invoice folder and save them to house folders.Retrieve receipts from consumer folders or VISA Spend Clarity when needed.Note applicable splits on receipts and invoices.Combine invoices and receipts into one PDF packet.Email or mail completed packets to guardians.Set up automatic payments using house cards or residential checking when applicable.Set up paperless billing when applicable.Assist Accounting with recoding miscoded transactions.Human Resources and Recruitment SupportContact applicants to schedule phone screenings.Screen applicants and schedule in-person or virtual interviews as appropriate.Partner with hiring supervisors and Directors to identify staffing needs and communicate with the Recruitment and Retention Specialist.Support onboarding and ensure new hires are prepared for orientation.Prepare orientation materials and submit required documents to Human Resources.Attend job fairs and hiring events as requested.Schedule candidate interviews and ensure interview notes are uploaded in Paylocity.Support employee recognition events and initiatives.Follow up with supervisors on employee compliance and training requirements.Maintain the "Do Not Hire" candidate list.Promote a mission-focused, respectful, inclusive work environmentOffice, Program, and Vanderburgh County Operational Support1. PhonesAnswer the main line.Maintain the 24/7 Interpreter Services line.2. Front DeskServe as the first point of contact for DSPs picking up shift-related items.Assist DSPs with Paylocity, AccelTrax, IT, and HR issues.Sign for medication deliveries and secure medications in the medication cabinet.Review physician orders, log new medications, and coordinate medication pickup.Ensure DSPs check out medications for consumers as required.Collect TB test results, I-9 forms, and related documents.Handle miscellaneous office walk-in requests.3. Purchase OrdersPrepare POs for METS Mobility, pest control, van maintenance, and related expenses.Attach invoices, obtain supervisor signatures, and upload documents to OneDrive for approval and review.4. PCISPsLog into the BDDS Portal and download new weekly PCISPs.Upload PCISPs to Provide.5.

VISA Spend Clarity – Vanderburgh CountyUpload scanned receipts to VISA Spend Clarity.Link receipts to the correct expenses in My Spend.Code expenses to the appropriate consumers and split shared expenses as needed.6. Interpreter ServicesCollect service-request information from referring entities.Verify interpreter agreements are on file; if not, prepare and send the agreement for signature.Confirm interpreter availability and schedule or reschedule appointments as needed.Process interpreter billing, log jobs, and send forms to Accounts Receivable.Submit hours, mileage, and invoices to Accounts Payable.Send the monthly billing report to the COO.7. Tenant Rent ChecksScan and send rent checks to Krystal Leonard.Mail paper checks to the Corporate Office.8. Health Care Practitioner Encounter FormsReview the WhenToWork calendar for new appointments.Prepare, save, and print HCP forms with medical cards and MARs.Place HCP packets in the appropriate DSP boxes.Scan returned forms to Provide and email them to PCs and the Assistant Director.9. BDDS ReportsSave reports to OneDrive and upload them to Provide.10. SafeInHome and Remote Supports InvoicesReview and process SafeInHome and Remote Supports invoices.Coordinate approvals and maintain the invoice workflow for Vanderburgh consumers.11.

WhenToWork AdministrationServe as account and group administrator.Add or remove users, maintain access, and support scheduling administration.12. Transportation CoordinationMaintain transportation schedules and communicate with drivers and day programs.Coordinate vehicle maintenance, fuel-card issues, and driver expectations.Serve as a contact for transportation and supervision concerns.13. Office Access and Vendor CoordinationCoordinate office purchases and vendor contacts.Maintain office-door and medication-cabinet access codes and update codes when access must be secured.14. Medication Delivery CommunicationNotify the medication communication group when medications arrive or leave the office.Maintain medication pickup and sign-out records and send required documentation.15. New Hire TrainingLog into the conference-room computer and Teams.Start the Teams video call with Tiffany Bolin.Help new hires log into Chromebooks, HCSP, Outlook, AccelTrax, and related systems.16. ComplianceScan and save employee documents.Email documents to Tiffany Bolin.17.

MiscellaneousSupport Assistant Director projects as needed.Assist coworkers with copiers, computers, and other office needs.Central Operations Support1. Leases and Renter's Insurance – Central Homes LeasesTrack lease term dates and ensure new leases are signed for Sycamore-owned homes.Update rent amounts by person and total household.Upload leases to Provide when not already uploaded.2. Renter's Insurance