We Love Our City Office Manager 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)

• 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.