Operations Specialist

FLSA status: Full-time, Hourly

Summary

The Operations Specialist provides administrative, billing, and operational support to ensure efficient day-to-day operations. This position plays a key role in maintaining accurate records, coordinating billing and survey processes, supporting quality improvement initiatives, and assisting with departmental projects. The role requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities while providing outstanding internal customer service.

Essential Job Functions:

Billing and Administrative Support

• Process ongoing billing functions for multiple programs.
• Maintain billing documentation and records.
• Complete routine data entry and verify the accuracy and completeness of information according to established timelines.
• Prepare correspondence, client letters, reports, and other departmental documents.
• Monitor and distribute incoming faxes and other communications to appropriate staff.
• Coordinate outgoing mailings, including bulk mailings using office equipment.
• Provide administrative support for departmental initiatives, projects, and operational activities.

Quality Improvement and Program Support

· Prepare, distribute, and track surveys, program evaluations, and other quality improvement tools.

· Compile and enter survey results while ensuring data accuracy and completeness.

· Prepare and distribute monthly client correspondence.

· Support report development and data retrieval, including pulling, organizing, and compiling information to support operational and quality improvement activities.

· Maintain inventory of the In-Home Care workstation.

· Inspect and replenish office first aid kits.

· Maintain and update departmental templates, forms, and other standardized documents to ensure information remains current, accurate, and consistent.

Communication and Customer Service

· Collaborate effectively with multiple departments to support reporting, quality improvement, and operational initiatives.

· Maintain confidentiality of client and member information in accordance with HIPAA and organizational policies.

· Assist with organizational events and special projects.

· Provide oversight and direction to office volunteers as assigned.