Operation Specialist in Saint Paul, Minnesota at MODEL CITIES OF ST PAUL INC

Operations Support Specialist

Who We Are

Model Cities, a champion of social and economic prosperity, has been providing access to opportunities that stabilize and develop families and communities since 1967. Our work has been a lifeline for marginalized and underserved communities, with a special emphasis on the economic stability and vibrancy of Black Minnesotans in Saint Paul. We offer a range of services that address barriers to homelessness, promote housing stability, support homeownership, foster economic development, and enhance financial wellness. Our commitment to a diverse, inclusive, and equitable workplace ensures that our services are always in tune with the evolving needs of our community. Your role as an Operations Support Specialist will be instrumental in this mission.

About the Position

Under the direct supervision of the Chief Executive Officer, the Operations Support Specialist is responsible for supporting and coordinating daily operational functions across Model Cities’ main office, Safe Space Shelter, and residential housing sites. This role ensures administrative efficiency, facilitates internal communications, and supports logistics, technology, vendor relations, and community engagement efforts.

The Role

As an Operations Support Specialist, you will play a key role in ensuring the smooth functioning of our organization. You’ll work across departments to ensure that administrative systems, technology platforms, and vendor relationships are well-managed and aligned with agency goals. This role requires a proactive, organized, and collaborative individual who thrives in a fast-paced environment and is committed to supporting our mission. You’ll help maintain data integrity, troubleshoot technology issues, and support internal and external communications. Your work will directly impact our ability to serve our community effectively, especially Black, Indigenous, and people of color (BIPOC), and those experiencing housing instability.

Essential Duties and Responsibilities:

Technical Duties

• Oversee daily office operations, including supply inventory, equipment maintenance, and vendor coordination.
• Manage office and program supplies; process orders and approve related expenses.
• Troubleshoot basic technology issues and coordinate with IT consultants.
• Support onboarding by coordinating technology setup for new staff.
• Perform administrative tasks in Apricot, Yardi, Sage Intacct, and other CRM systems.
• Maintain digital and physical corporate records.

Administrative Duties:

• Provide guidance to administrative staff and ensure consistent front desk coverage.
• Prepare reports, presentations, and spreadsheets; maintain internal tracking tools and forms.
• Update internal documents and manage volunteer coordination platforms.
• Coordinate internal meetings and office events.
• Provide direct support to the Leadership Team.
• Participate in team meetings and organizational activities.

Social & Environmental Duties:

• Assist with planning and logistics for resident activities and community events.
• Prepare materials for outreach and volunteer sessions.
• Manage event RSVPs, sign-in sheets, and follow-up activities.
• Provide on-site support for internal events and campaigns.
• Support volunteer recruitment and retention.
• Serve as Co-Chair of the Safety and Wellness Committee.

Additional Responsibilities:

• Occasionally work evenings and weekends for events or program needs.
• Perform other duties as assigned.

Minimum Qualification:

• High school diploma or equivalent.
• Minimum 2 years of experience in office management, operations, or administrative support.
• Valid Minnesota Driver’s License.
• Must pass a background check.
• Strong organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office Suite
• Must be able to pass a background check.

Preferred Qualifications:

• Associate degree or higher.
• Experience with volunteer coordination and event planning.
• Familiarity with digital outreach and branding strategies.
• Experience working with diverse populations and community-based organizations.
• CRM systems (e.g., Apricot, Yardi, Sage Intacct).

Competencies Required

• Strong relationship management and collaboration skills.
• Ability to work independently and in team environments.
• Proficiency with Microsoft Teams, Zoom, and Windows-based systems.
• Ability to manage multiple priorities in a fast-paced setting.
• Commitment to equity, inclusion, and community-centered service.

Job Requirements

• Ability to lift up to 25 lbs.
• Ability to drive to various agency sites and local businesses for pickups and deliveries.
• Flexibility to work outside standard hours when needed.
• Ability to sit for extended periods of time.
• Ability to bend, twist, and frequently move throughout the day

Preferred Requirements

• Experience supporting leadership teams and cross-departmental initiatives.
• Advanced communication and organizational skills.
• Ability to maintain a positive attitude and support a healthy workplace culture.
• Compassionate and able to build rapport with colleagues, clients, and community members. staff.

Schedule:

• Workdays may vary depending on business requirements.
• Weekend and evening availability are required
• Shift hours are 9:00 am to 5 pm or as needed.

Compensation

• $51,000

Benefits:

• 11 holidays, 24 sick days, 15 vacation days, 2 PTO days
• Generous Medical, Dental, and Vision plans
• The company paid Basic Life/AD&D insurance and Long-Term Disability Insurance
• 403(b) Retirement Savings Plan with employer match
• Provide backup support for check deposits in collaboration with the Accounts Payable Clerk.