Operations Specialist - Boise, United States - Jannus Inc

Description

Job Description

Temporary to Permanent

This is an 8-hour-per-week, temporary position with current funding for 2 months. There is the potential to increase in hours or duration (up to permanent) depending on additional funding being obtained.

Purpose

The Operations Specialist ensures that the EO business functions efficiently and effectively through administrative and process management support.

Key responsibilities

• Assist Leadership team with the planning processes related to the Strategic Operating plan
• Drive administrative processes to completion (ie Dat reporting (monthly, quarterly, annually); report submissions (includes MPERS, Credit Bureau, Grant Reports, Quarterly Loan Loss Reserves, Collections Data, and Misc), ordering office supplies, etc)
• Participate in Collections through client follow up and communications with Lending Specialists
• Responsible for maintaining the Economic Opportunity website; ensure links are properly working, information is kept current and relevant
• Responsible for ensuring marketing materials are kept current and made available by working with printing vendor
• Supports EO team with potential client Intake interviews; providing relevant applications and documentation; managing the receipt of completed applications, ie setting up files based on interview (in software support tools like Downhome and Smartsheet, as well as physical files when needed)
• Maintains EO's email box, ensuring responses to inquiries are responded to within 24 hours of receiving
• Manage the EO Pipeline routing participants to proper Program Specialists & monitoring flow by using Smartsheets and SBA Lender Match software
• Responsible for ensuring regular communications reach various stakeholders through the direction of management
• Manage certain logistics and regular office needs such as scheduling, prepping for meetings & classes (some of which are at a partner site) and organizing of files
• Manages the EO Class Education and Office Hours Calendar, ensuring that classes are available for registration, links properly work, teachers are assigned, and class is set up appropriately during the day of instruction
• Maintains class registration and relevant data required to be collected by our funders
• Enrolls Personal & Credit Building Lending participants and assemble application and documentation paperwork for underwriting purposes
• Consistently and regularly work to streamline and complete routine processes ; maintains process documentation so it is current and available to the EO Team

To fulfill these responsibilities, you may regularly:

• Assist in responding to internal and external stakeholders including by phone, email, or mail
• Develop systems to streamline communications and requests to increase efficiencies
• Respond to routine requests made of EO Director
• Assist with sourcing office supplies and materials
• Organize and maintain digital and paper filing systems
• Provide relevant data and information agreements and reports
• Create draft communications for community, partner, and donor requests or responses to requests
• Work with a close team to better understand office and customer needs
• Support and contribute to a diverse range of services focused on irradiating poverty

Skills and experience that lead to success in this role:

• Previous work experience as an operations or administrative assistant is desired
• Extremely reliable, detail-oriented, solutions-oriented, organized, proactive, self-motivated, forward-thinking, and capable of prioritizing
• Diplomatic and compassionate communication
• Ability to be discrete concerning confidential or sensitive information
• A true desire to connect with clients and a close team
• A commitment to and passion for serving systemically oppressed populations and the ability to apply independent and sensitive judgment to a variety of situations faced by immigrants and refugees
• The ability to self-manage time and deadlines
• Ability to communicate effectively across all levels of an organization
• Curiosity, creativity, calm under pressure, patience, and a sense of humor

Qualifications

• Experience working in a business environment and with stakeholders at all levels of business
• Demonstrated ability to prepare effective written communications including letters and reports
• Advanced computer skills including Microsoft Office – Word, Excel and Outlook required
• Knowledge of Project Management tools (ie Smartsheet) is preferred
• Strong verbal and written communication skills, including the ability to clearly communicate with clients in an empowering, human-centered manner

Certificates, Licenses, or Registrations

None required.

OUR ORGANIZATION

As one of the eleven organizations that sit under the Jannus umbrella, the mission of Jannus Economic Opportunity (EO) is to create wealth equity for individuals and families in the Treasure and Magic Valleys through complimentary programming.

EO operates across five different service areas:

• Micro-business development
• Consumer and business lending
• Credit education and coaching
• Refugee Childcare Business Development
• Young women's and men's mentoring program

EO is the only micro-lender of its kind in Idaho, one that uses lending as a tool to eliminate poverty. The program combines distinct funding sources with training and coaching to help clients that are often unable to receive funding through more traditional means to achieve success by every measure of self-sufficiency.

Values

Equity
• Compassion
• Creativity
• Prosperity
• Entrepreneurship

Jannus

Jannus is a not-for-profit health and human services organization that helps individuals, families and communities in transition — from infancy to healthy childhood, from illness to health, from refugee to working citizens, and from isolation to community. Jannus changes lives through a combination of eleven unique organizations, a diverse portfolio of programs, and caring volunteers that work to promote health, advance policy and create opportunity.

Successful candidates for any open position at Jannus demonstrate genuine interest and support of Jannus' commitment to diversity, race, equity and inclusion, integrating these concepts into daily activities to create healthy workplace environments.

THE OFFICE AND OTHER WORKING REQUIREMENTS

Work environment

Jannus supports hybrid and remote work options. You have access to a general, shared office space and be closely connected to a supportive team regardless of where you are physically located.

Physical requirements

Sitting, standing, walking, driving, repeated hand and wrist motions (for computer use) are required, as well as the ability to lift up to 35 pounds. You must be able to tolerate heat and cold, and to drive to client and community partner businesses in varied weather conditions.

Other requirements

You will need reliable transportation, and if an offer is extended, you will be asked to demonstrate a valid driver's license, a copy of State-mandated liability insurance, and complete a criminal history background check.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of this job.

TO APPLY:

Complete the required Jannus, Inc. Employment Application available at Please note that a cover letter and resume are required and applications will be considered incomplete without this documentation. If you need any support completing the application, please reach out to Jannus HR at Applications will be accepted through May 14th, 2024

Jannus, Inc. is an Equal Employment Opportunity Employer

Jannus does not just accept difference – we celebrate it, we support it, and we thrive on it for the benefit of our team members, our clients, and our community. Jannus is proud to be an equal opportunity workplace, and our goal is to have a diverse team that represents, at all job levels, the people we serve. We strongly encourage people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.