The Father's House

We Love Our City Office Manager

Location

The Father's House

Type

Part-Time Hourly

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.
Compensation: $20.00 - $25.00 per hour

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Company Website: www.tfh.org

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U.S. Equal Opportunity Employment Information (Completion is voluntary)

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

You are being given the opportunity to provide the following information in order to help us comply with federal and state Equal Employment Opportunity/Affirmative Action record keeping, reporting, and other legal requirements.

Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.