What are the responsibilities and job description for the We Love Our City Office Manager position at The Father's House?
TITLE: Office Manager
ORGANIZATION: We Love Our City
LOCATION: Vacaville
HOURS: Part-Time (28 hours per week)
PURPOSE AND SUMMARY
The Office Manager supports the daily operations of We Love Our City by performing a wide range of administrative, reporting, and organizational tasks. This role provides essential support to Board Members, Director, staff, and volunteers; oversees general office operations; and assists with food distribution program. The position also includes low-level HR support and grant writing assistance.
QUALIFICATIONS (AT THE TIME OF HIRE)
ORGANIZATION: We Love Our City
LOCATION: Vacaville
HOURS: Part-Time (28 hours per week)
PURPOSE AND SUMMARY
The Office Manager supports the daily operations of We Love Our City by performing a wide range of administrative, reporting, and organizational tasks. This role provides essential support to Board Members, Director, staff, and volunteers; oversees general office operations; and assists with food distribution program. The position also includes low-level HR support and grant writing assistance.
QUALIFICATIONS (AT THE TIME OF HIRE)
- Minimum of 3 years administrative or office support experience.
- Excellent writing and verbal communication skills.
- Strong editing, attention to detail, and organizational abilities.
- Ability to manage multiple tasks and prioritize in a fast-paced environment.
- Proficiency in MS Office (Word, Excel, Outlook).
- Creative thinking and the ability to generate new ideas.
- Comfortable with light HR responsibilities and handling confidential information.
- Ability to support high-volume workflow with minimal supervision.
AREAS OF RESPONSIBILITIES (including but not limited to the following)
Office Management & Administrative Support
Office Management & Administrative Support
- Answer and direct phone calls.
- Respond to emails and forward as needed.
- Assist the Director with daily operations.
- Maintain electronic and manual filing systems.
- Develop, improve, and update administrative systems as needed.
- Receive, sort, and distribute mail.
- Order office, cleaning, and program supplies.
- Process and submit invoices.
- Process reimbursement requests.
- Assist with scheduling meetings and appointments.
- Serve as primary point of contact for general inquiries and vendors.
- Maintain vehicle registration and other government licensing management.
- Ensure compliance with food safety regulations from local, state, and federal agencies.
- Oversee the food inventory, assess food needs, and ensure the supply meets client demand.
- Maintain contracts and policies with the Food Bank, Solano County, State of California, and USDA.
- Stay updated on food recalls and follow USDA guidelines for distributing USDA food items.Sorting Grocery Recovery (daily pickups) food daily to ensure food safety quality.
HR Support
- Support basic HR functions such as recruitment, timekeeping, maintaining compliance with HR policies.
- Process volunteer inquiries and applications.
- Assist with onboarding tasks such as volunteer communication and document collection.
- Maintain volunteer and staff files.
- Support HR compliance through document organization and record-keeping.
Communications, Media, & Outreach
- Maintain the We Love Our City website and social media platforms.
- Create graphics and content for social media posts.
- Mail out weekly sermons to prisons.
- Coordinate major outreach events such as Backpack Giveaway and holiday programs.
Grant Writing & Reporting
- Assist in writing grant proposals.
- Prepare and submit grant-specific reports.
- Maintain files and documentation related to grant compliance and outcomes.
- USDA reporting process includes managing the USDA menu guidelines, managing the USDA EFA-7 forms, calculating and reporting USDA report numbers to the Contra Costa & Solano Food Bank.
- Weekly reporting of Grocery Recovery weights (daily store pickups)
- Calculate Grocery Recovery weights and Food Bank Invoices.
- Performs additional responsibilities as required to support office operations.
Salary : $20 - $25