Archdiocese of San Antonio
Overview
Full-time Operations Specialist position in the Administration department of Catholic Charities. Location: 202 W French Pl, San Antonio, TX 78210. Work Hours: 8:30 a.m. – 5:00 p.m. Workdays: Monday – Friday (weekends/evenings as needed). Mission: The mission of Catholic Charities is to provide for the needs of our community through selfless service under the sign of love. Summary
The Operations Specialist plays a vital role within the Administration department by providing versatile support across Human Resources, Compliance, Finance and Facilities. This position blends traditional administrative tasks with higher-level responsibilities, including generating reports, performing periodic file audits, supporting compliance efforts, and overseeing facilities financial management. The role requires strong organizational skills, attention to detail, and the ability to work independently on a variety of tasks to support the agency’s operational efficiency. Responsibilities
Human Resources Support: Assist with posting job positions and managing recruitment documentation; support onboarding and maintain personnel files with confidentiality and accuracy; help coordinate training sessions and staff development activities. Compliance Support: Conduct regular file audits to ensure compliance with agency and regulatory standards; prepare and organize documentation for audits and compliance reporting; coordinate compliance meetings and follow up on action items. Finance Support: Complete purchase orders, vendor communication, and receipt entry and tracking; generate and analyze basic financial and operational reports; complete invoice processing and documentation for budgeting purposes. Facilities Support: Conduct facilities checks as requested and document findings; complete receipts for Facilities Directors; coordinate maintenance requests and liaise with vendors or contractors. Administrative And Strategic Support: Organize and facilitate meetings (scheduling, agenda preparation, minute-taking); assist with strategic planning efforts by preparing materials, coordinating logistics, and maintaining records; manage general filing systems (electronic and physical); provide ad hoc administrative support, including drafting correspondence and handling inquiries. Other: Maintain compliance with applicable laws, regulations, policies and best practices; work collaboratively with executive team and leadership to meet agency goals; complete required professional trainings in a timely manner; protect the confidentiality of information; adhere to the Code of Conduct and Faith and Moral standards; take a solution‑oriented, team-focused approach; perform other duties as assigned by CAO/COO. Qualifications
Minimum Qualifications
Education: Associates degree preferred; relevant experience may substitute for education. Experience: Experience in administrative or operational roles with multi-departmental support. License and Credentials: Reliable transportation; valid driver license; clean driving record. Minimum Knowledge And Skills
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to generate reports and conduct basic audits. Excellent organizational, communication, and problem-solving skills. Ability to prioritize tasks and work independently; respond to requests from multiple leaders; adapt to shifting priorities with collaborative cross-department work. High level of professionalism with discretion regarding sensitive information; proactive mindset and attention to detail; commitment to quality. Disclaimer
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions. Management reserves the right to revise the job description or require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload). This is a grant-funded position and salary is dependent on funding availability. Position can be eliminated at any time because of lack of funding to support this position. Catholic Charities is an Equal Opportunity Employer. You must apply through our website and complete the application and upload your resume. No phone calls please. If you are chosen for an interview, you will be contacted.
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Full-time Operations Specialist position in the Administration department of Catholic Charities. Location: 202 W French Pl, San Antonio, TX 78210. Work Hours: 8:30 a.m. – 5:00 p.m. Workdays: Monday – Friday (weekends/evenings as needed). Mission: The mission of Catholic Charities is to provide for the needs of our community through selfless service under the sign of love. Summary
The Operations Specialist plays a vital role within the Administration department by providing versatile support across Human Resources, Compliance, Finance and Facilities. This position blends traditional administrative tasks with higher-level responsibilities, including generating reports, performing periodic file audits, supporting compliance efforts, and overseeing facilities financial management. The role requires strong organizational skills, attention to detail, and the ability to work independently on a variety of tasks to support the agency’s operational efficiency. Responsibilities
Human Resources Support: Assist with posting job positions and managing recruitment documentation; support onboarding and maintain personnel files with confidentiality and accuracy; help coordinate training sessions and staff development activities. Compliance Support: Conduct regular file audits to ensure compliance with agency and regulatory standards; prepare and organize documentation for audits and compliance reporting; coordinate compliance meetings and follow up on action items. Finance Support: Complete purchase orders, vendor communication, and receipt entry and tracking; generate and analyze basic financial and operational reports; complete invoice processing and documentation for budgeting purposes. Facilities Support: Conduct facilities checks as requested and document findings; complete receipts for Facilities Directors; coordinate maintenance requests and liaise with vendors or contractors. Administrative And Strategic Support: Organize and facilitate meetings (scheduling, agenda preparation, minute-taking); assist with strategic planning efforts by preparing materials, coordinating logistics, and maintaining records; manage general filing systems (electronic and physical); provide ad hoc administrative support, including drafting correspondence and handling inquiries. Other: Maintain compliance with applicable laws, regulations, policies and best practices; work collaboratively with executive team and leadership to meet agency goals; complete required professional trainings in a timely manner; protect the confidentiality of information; adhere to the Code of Conduct and Faith and Moral standards; take a solution‑oriented, team-focused approach; perform other duties as assigned by CAO/COO. Qualifications
Minimum Qualifications
Education: Associates degree preferred; relevant experience may substitute for education. Experience: Experience in administrative or operational roles with multi-departmental support. License and Credentials: Reliable transportation; valid driver license; clean driving record. Minimum Knowledge And Skills
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to generate reports and conduct basic audits. Excellent organizational, communication, and problem-solving skills. Ability to prioritize tasks and work independently; respond to requests from multiple leaders; adapt to shifting priorities with collaborative cross-department work. High level of professionalism with discretion regarding sensitive information; proactive mindset and attention to detail; commitment to quality. Disclaimer
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions. Management reserves the right to revise the job description or require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload). This is a grant-funded position and salary is dependent on funding availability. Position can be eliminated at any time because of lack of funding to support this position. Catholic Charities is an Equal Opportunity Employer. You must apply through our website and complete the application and upload your resume. No phone calls please. If you are chosen for an interview, you will be contacted.
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