SSA Budgets & Operations Specialist

The SSA Budgets & Operations Specialist plays a pivotal role in ensuring the smooth operation of Shared Services Administration by managing a variety of processes and programs that support the organization's administrative, financial, and operational needs. This position is primarily responsible for maintaining compliance with records retention policies, administering HR‑specific programs, and managing vendor relationships. The role also supports departmental budgets by processing funding requests and reconciling expenses, oversees tuition reimbursement programs, and coordinates onboarding and offboarding processes for contractors.

Additionally, the Specialist serves as the primary point of contact for vendor master data maintenance and compliance with organizational policies and procedures. By streamlining workflows and identifying opportunities for process improvement, the SSA Budgets & Operations Specialist ensures the efficient and organized operation of the department.

• 20.00% HR Program Administration
  • Administer and execute routine tasks required to support HR‑specific programs, including but not limited to the Annual Motor Vehicle Record (MVR) checks, Random Drug Screening, Contract Worker Administration, and the Alternative Work Schedule Program.
  • Ensure timely reporting and tracking for all assigned programs, maintaining compliance with organizational policies and procedures.
  • Monitor program effectiveness and recommend improvements to enhance efficiency and compliance.
• 25.00% Vendor and Contractor Management
  • Oversee the administration and maintenance of the vendor master file, ensuring all vendor information is accurate, up to date, and compliant with organizational policies (e.g., banking details, addresses, tax information).
  • Serve as the primary point of contact for vendor‑related inquiries, including setup, updates, and issue resolution, while enforcing organizational policies.
  • Manage contractor onboarding and offboarding processes, including maintaining accurate records and ensuring adherence to organizational policies.
• 25.00% Records Retention and Compliance
  • Organize, maintain, and ensure compliance with records retention policies for all HR and administrative documentation (e.g., employee files, benefits records, job descriptions).
  • Ensure timely and accurate filing and scanning of documents, maintaining a centralized, organized and digitized file system.
  • Assist in the file preparation for the required compliance reports such as the EEO‑1 and OSHA reports annually.
  • Maintain other records, reports, and logs as required to adhere to federal and state regulations.
• 10.00% Tuition Reimbursement Administration
  • Process tuition reimbursement requests, ensuring compliance with company policies.
  • Track and maintain records of tuition reimbursement approvals and payments.
  • Provide guidance to employees on eligibility and program requirements.
• 10.00% Departmental Budget and Financial Processes
  • Assist with the preparation, tracking, and reconciliation of departmental budgets.
  • Process funding requests for benefits and other operational expenses.
  • Review, validate, and process vendor invoices, ensuring accuracy and timely submission for payment.
• 5.00% Onboarding and Offboarding Support
  • Coordinate onboarding and offboarding processes for contractors, ensuring all administrative tasks are completed accurately and on time.
  • Liaise with HR, IT, and other departments to ensure a seamless transition for new hires and departing employees.
  • Maintain accurate and up-to-date records related to onboarding and offboarding.
• 5.00% SSA Operations and Process Improvement
  • Identify opportunities to improve efficiency and streamline processes within the scope of the role.
  • Collaborate with internal teams to implement process improvements and ensure operational excellence.
  • Maintain documentation for processes and procedures, ensuring consistent and repeatable workflows.
  • Stay informed on best practices and emerging trends to enhance the effectiveness of operations and administrative functions.

Essential:
Bachelor of Business – Business Administration

• 2–4 years of experience in an…