We Love Our City Office Manager

7 days ago

Vacaville, California, United States The Father's House Full time

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)

  • 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

  • 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.

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