Operations Coordinator

2 weeks ago

Shawnee, United States State of Kansas Full time

Employment Benefits

Comprehensive medical, mental, dental, vision, and additional coverage

Sick & Vacation leave

Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

Paid State Holidays (designated by the Governor annually)

Fitness Centers in select locations

Employee discounts with the

Retirement and deferred compensation programs

Position Summary & Responsibilities

Position Summary:

The incumbent supports the Operations Manager by coordinating the system operations within the Kansas Department for Aging and Disability Services (KDADS) in accordance with federal and state regulations and KDADS policies. This includes work in the Financial and Information Services Commission (FISC) and supports the agency in various operational functions. The incumbent supports the agency and all its Commissions regarding the coordination of operational processes. Incumbent participates in special projects and organizes information for meetings as directed by the Operations Manager and/or Director of Operations. Incumbent provides process improvement recommendations to the Operations Manager to improve efficiency with the agency’s operation processes and procedures.

Job Responsibilities may include but are not limited to the following:

Coordination of Agency Operations

Under the guidance of Operations Manager or Director of Operations the incumbent will maintain operations procedures via agency intranet. Respond to inquiries regarding operations procedures and special requests. Formulate correspondence for announcements to all agency staff.

Following established procedures, local state and federal regulations coordinate special requests to include but not limited to office adjustments, staff workspace assignments or other special requests.

Coordinate with Operations Program Consultant and other stakeholders to upgrade and maintain operational equipment to include but not limited to cell phones, routine vehicle maintenance.

Coordinate and prepare for the arrival of vendors for maintenance of building systems as directed by the Operations Manager.

Support other operation teammates to include but not limited to covering front desk, assist with vehicle maintenance, cell phone support, transport or move office equipment.

Planning/Communication

The incumbent supports the Operations Manager with the creation, analysis, revision and testing of all KDADS Continuity of Operations Plan (COOP). Support all emergency and operational drills as directed by the Operations Manager. Promote awareness of all aspects of the Emergency Management plan. Incorporate agency commission efforts with the purpose of emergency response support such as Mental Health Outreach program and other community outreach efforts.

The incumbent communicates planned operational audits and other routine tasks with key stakeholders and coordinate efforts with the Operations Program Consultant.

Coordinate meeting room configuration based on agency needs.

Coordinate with the Director of Communications and keep current communication video signage for the agency.

Operational Performance Management

The incumbent will coordinate with Facilities Coordinator and Procurement to maintain a current stock of office supplies and other preapproved small purchases to support agency needs. Coordination of vehicle recalls purchase reimbursement, product or service quality concerns and invoice corrections such as tax charges will be performed under the direction of the Operations Manager.

Spearhead continuous improvement processes, efficiency, and cost saving efforts. Actively seek feedback from those we support to improve operational efforts.

Follow up with KDADS staff on status or delivery of equipment and services provided by the Operations team. Work with operations teammates and vendors as needed to ensure products and services are of acceptable quality.

Operations On/Off Boarding of KDADS Employees, Equipment, Supplies / Surplus

Coordinate onboarding efforts with HR and IT then execute the process with new KDADS employees. Coordinate with Operations Program Consultant and manage to operational equipment assignments and check in/out processes for new hires, transfers and offboarding employees.

Completes special projects and performs other duties as assigned including but not limited to ensuring the agency is adequately staffed during and immediately following natural and/or manmade disasters, infectious disease outbreaks, and/or acts of terrorism. Assists other employees in the work unit in accomplishing assignments as necessary.

Qualifications

Minimum Qualifications :

Experience in managing/coordinating the operations of diverse programs and services

Experience in coordinating and managing logistics in an office environment.

Travel

Preferred Qualifications :

A four-year degree in a business or related area. In lieu of a degree, must have 4 years of related experience.

Experience in project coordination managing the operations of diverse programs and services.

Knowledge and experience in organizational effectiveness and operations management.

Knowledge of business and management principles and practices.

Knowledge of state operations and systems.

Well organized, detail and customer (internal and external) oriented self-starter

Strong troubleshooting and problem-solving skills

Impeccable verbal and written communication skills

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