Operations Coordinator

POSITION OVERVIEW

The full time Operations Coordinator oversees the administrative functions of the organization in a hybrid environment. This individual acts as a critical support to the executive, development, finance, and program teams, bringing analytical and strategic thinking to the intersection of these key areas of organizational operation. The Operations Coordinator reports directly to the CEO.

The Mission of the Court Appointed Special Advocate of Sacramento County (CASA Sacramento) is ensuring consistency and support for children in the foster care system through the use of volunteer advocates advancing the best interests of each child. The CASA Vision is every child in need is appointed a CASA to champion them in Court, without compromise, on the path to a safe and permanent home. CASA Sacramento is the local program of an established national brand which began in 1991.

ESSENTIAL RESPONSIBILITIES:

Administration, Operations and Other:

• Review all independent service contracts prior to signature by executive management (and other program staff where applicable) and maintain contractor files/records.
• Manages the postage, copier machine, water and office supplies.
• Travel and meeting room coordinator.
• Maintain organization of youth gifts and program supplies.
• Various other tasks as needed.

CEO/Human Resources:

• Collaborate with the executive management on the overall HR compliance of the organization which includes: verification and collection of all personnel paperwork and ongoing notice distribution.
• Participate in the recruitment and pipeline of open positions, in partnership with the hiring director, provide scope of work and engage in the interview process, as well as on-boarding new staff and processing terminated employees.
• Order business cards, CASA gear, badges, etc. for new hires.
• Assist CEO in ensuring the employee handbook is up to date and all policies listed are accurate and legal.
• Oversee Outlook email system for agency, manage creation of email accounts for volunteers, resetting of passwords for staff/volunteers, and closing of accounts for former staff/volunteers.
• Maintain current Outlook Email Groups (All Staff, BOD, etc.)
• Review personnel policies to remain in compliance with applicable State and Federal laws, as well as National CASA Standards.
• Monitor Risk Management issues & provide staff trainings on a timely basis.
• Various other tasks as needed.

Finance:

• Support with the management and collection of expense reports.
• Oversee mail collection and vendor payment distribution.
• Assist Finance Director with audit preparation
• Assist with tracking Making Memories approvals/expenditures for processing and grant reporting.
• Various other tasks as needed.

Development and Program:

• Track receipt and allocation of gift cards for youth and volunteers.
• Assist Program team with planning/ordering for Summer Picnic and Holiday Party as feasible.
• Assist Development team with fundraising event planning (Crab Dinner, Salon events, etc.)
• Prepare outreach/sponsorship/information packets for donor and volunteer outreach and recruitment.
• Assist with data entry of new and ongoing donors and grantors.
• Various other tasks as needed.

QUALIFICATIONS:

• 3 years of experience performing administrative functions; working with nonprofit organizations is preferred.
• Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook, OneDrive and PowerPoint).
• Ability to work with minimal supervision, manage multiple projects simultaneously, multitask to prioritize and deliver results under deadlines.
• Demonstrated respect of all people regardless of actual or perceived socioeconomic background, culture, religion, sexual orientation, disability, or gender expression and experience working with culturally diverse populations.
• Ability to maintain confidentiality, exercise diplomacy and discretion in communication with others.
• Excellent written and oral communications and experience presenting to various levels of the organization.
• Must pass a background check in accordance with California Rule of Court 5.655.
• DOJ/FBI/CACI and DMV background checks required.

WORKING CONDITIONS:

• CASA Sacramento currently operates a hybrid model of 2-4 days per week in office and remainder of the week remote. This role will require in-office as needed. (New hires are eligible for hybrid work after 3 week in-office training/onboarding is complete.)
• Travel may be required (typically local). During this time, the employee may occasionally be exposed to various working and environmental conditions.
• Ability to lift 20 lbs throughout the day.
• Must be able to sit or stand for long periods of time.

BENEFITS:

Generous paid holidays, and personal time off. Company contribution for health, vision and dental coverage and 403(b) retirement plan available 1st of the month following 30 days of employment in accordance with CASA Sacramento’s policies.

TO APPLY:

Please send a resume and cover letter expressing your intertest and qualifications. All applications will be treated with the utmost confidentiality. No phone calls please.

CASA Sacramento is highly committed to diversity and a workplace environment that respects, appreciates, and values employees from all backgrounds; candidates of color are strongly encouraged to apply. Position will remain open until filled.

CASA Sacramento is an equal employment opportunity employer. CASA Sacramento’s policy is to not discriminate against any applicant or employee based on race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex and gender (including pregnancy, childbirth, lactation and related medical conditions), gender identity and gender expression (including transgender individuals who are transitioning, have transitioned, or are perceived to be transitioning to the gender with which they identify), age (40 or over), sexual orientation, Civil Air Patrol status, military and veteran status, or any other basis protected by applicable federal, state, or local laws. CASA Sacramento also prohibits harassment of applicants or employees based on any of these protected categories.