Operations Specialist

The San Diego Workforce Partnership is the leader for innovative workforce solutions in San Diego County. We fund and deliver job training programs that enable all job seekers to develop the skills and knowledge needed for in-demand careers. Our vision is that every business in our region has access to a skilled workforce, and every job seeker has access to meaningful employment. We seek to earn trust and inspire growth in every action we take. 

Position Summary

Under the direction of the Director of Operations and Procurement, the Operations Specialist is responsible for verifying purchase request compliance and submitting requests for approval in accordance with organizational policies and procedures. This role maintains and distributes supportive services inventory and provides operational support for organizational activities. The Operations Specialist supports key Operations Department functions, including procurement coordination, compliance monitoring, and process administration. This position maintains organizational records and workflows across multiple platforms, including Salesforce, SharePoint, and FileMaker, and manages enterprise-level project tracking using Asana. Additionally, the Operations Specialist ensures that the Operations Department’s SharePoint site and other document management systems are well organized, current, and compliant with organizational standards, maintaining accurate storage and accessibility of enterprise-level documentation.

Essential Functions    

1. Maintain supportive services processes using Salesforce and FileMaker to ensure sufficient supply levels are maintained. 
2. Works closely with departments and vendors to ensure supportive services are available and disbursed both timely and accurately. 
3. Properly documents and ensures accurate and timely distribution of supportive services. 
4. Ensures supportive services processes and process guides are updated and in compliance with funder requirements and staff are trained. 
5. Partners with management to identify, evaluate, and implement cost-saving initiatives within supportive services without compromising quality or compliance. 
6. Demonstrates the ability to assess and prioritize multiple projects and recommends process improvements to support effective and efficient completion of the projects. 
7. Receives and distributes Operations Manual Issuances ensuring timely communication and understanding across all relevant stakeholders. 
8. Review all purchase requests for compliance with federal, state, and local policy including documentation, Salesforce agreement and approval.
9. Administer Salesforce reporting for purchase request agreement spend down and renewal requirements. 
10. Communicate status spend down of purchase orders and renewal requirements. 
11. Supports continuous improvement initiatives through data-driven decision-making collaborating with leadership and cross-functional teams to identify inefficiencies. 
12. Collaborates across departments to develop and distribute updates to organizational processes, maintain the data management system workflows and automation processes and advise staff on the purchase request process. 
13. Maintain a centralized and well-organized SharePoint repository of all enterprise-wide project documentation within the scope of responsibilities, ensuring accessibility, version control, and audit readiness; ensuring all documents are prepared, updated and accessible.
14. Perform other related duties as assigned. 

Fundamental Job Requirements  

• Bachelor’s degree in business administration, project management or related field. 
• Two to four (2-4) years’ experience in inventory management. 
• Two to four (2-4) years’ experience in project management. 
• Knowledge and practical experience with process improvement tools to enhance efficiency and optimize organizational performance. 
• Ability to make decisions and problem solve. 
• Detail oriented, ability to multitask, and organized. 
• Excellent time management and customer service skills.
• 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 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.

Our Values 

Collaboration:  

Engaging in inclusive, respectful relationships among colleagues, customers and community that foster the achievement of shared goals.  

Excellence:  

Driving quality, innovation and measurable outcomes through a customer-centered focus and a high-performance culture.  

Stewardship:  

Strategic, efficient, effective use of resources to meet the evolving needs of our customers and community with the highest levels of integrity.  

Inclusion:  

Taking responsibility for creating a culture where everyone is welcomed, heard, valued and empowered to fully participate and reach their full potential.   

Equity:  

Prioritizing those who have been systemically denied opportunity through policies, priorities, practices, and behaviors that result in access to opportunity for ALL colleagues, customers, and communities.  

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.