Job title:           Administrative & Development Associate

Department:      Spectrum Community Services Inc.

Reports to:        Executive Director

Revised:            August 2023

FLSA Status:      Exempt

 

ORGANIZATION SUMMARY

Spectrum Community Services enhances the quality of life for older adults and residents experiencing low income in Alameda County.
For over 50 years Spectrum has continually developed and adapted our programs to meet the ever-changing, real needs of our community. These programs currently are: Low Income Home Energy Assistance (LIHEAP), and Weatherization, Fall Prevention, (senior injury prevention), Connect (telephone & in-person visiting), and a Senior Nutrition Program including Meals on Wheels (home-delivered) and Senior Meals (congregate).
  

General Description

The Administrative & Development Associate will support the organization in multiple roles of office manager, executive assistant, and development team member. A highly organized and detailed oriented person will thrive in this position while improving the lives of residents in our community through programs support and fundraising efforts.

A proactive, independent position, this individual reports to the Executive Director and will work closely with the Development Director and Chief Financial Officer while also supporting Program Managers and Board of Directors.

Key Abilities: Customer Service, Verbal and Written Communication, Organization, Design, Persuasive Writing

Primary Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Customer Service

• Ensure excellent customer service is provided for clients, donors, volunteers and staff
• Works to help maintain an inclusive, positive, supportive, and enjoyable work environment and culture

Office and Facilities Management

• Answer phone calls to provide information about the organization and route calls appropriately
• Maintain Executive Director’s calendar, prepare expense reports, travel arrangements, event registrations, and appointments
• Track inventory and purchase of all office supplies, promotional materials, etc.
  • Create and record all supply orders and help facilitate the approval process
  • Know and serve as the resource for the agency’s procurement policy and standards
  • Maintain office supply inventory in neat orderly manner
• Daily processing of mail including receipts and proper distribution
• Responsible for seeing that all office equipment is properly used and maintained including making arrangements for repair and preventative maintenance
• Ensure that building is properly maintained and in compliance with laws
• Perform supplemental housekeeping/janitorial duties as needed
• Serve as the primary point-of-contact for building maintenance and property owner
• Ensure confidentiality for clients, donors, staff, volunteers and agency

Development

• Assure that an accurate donor database is kept
  • Works closely with the Development Director to:
    • develop and implement a follow-up process with potential, new, and current donors
    • data entry
    • design and implement donor recognition strategy and/or events to steward donors.
  • Develop accurate status reports on campaigns and gifts.
  • Grants
    • Drive grant application and reporting process
    • Maintain Grants calendar (due dates, report dates, etc.)
    • Lead majority of grant writing and reporting
    • Ensure all due dates are met
    • Engage other staff members as needed to complete grant requirements

Events

• Assist with event planning and execution
• Take an active role on agency social committee to create fun and appreciative atmosphere

Communication

• Generates mailing lists and facilitates electronic and USPS mailings.
• Write client stories for use in newsletters, website and fundraising.
• Utilizing best practices and current technology, develop engaging presentations for Directors to present.
• Support Board of Directors as needed. Prepare Board Meeting agenda packets, file all materials and distribute as needed. Host Zoom and in-person meetings.
• Create fresh and relevant social media and web content consistent with agency messaging and supportive of fundraising, advocacy and community development goals
• Ensure consistency of messaging across platforms
• Data entry into systems for agency
• Assist with the development of brochures, fliers, and other collateral

Other duties that support the programs and organization as assigned.

The minimum qualifications, physical demands and work environment characteristics described below are representative of those that must be met or will be encountered by an employee while performing the primary responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary responsibilities.

Minimum Qualifications

• Bachelor’s Degree or two (2) years minimum administrative experience.
• Excellent typing office organization, and clerical skills. Min. typing speed 50 wpm
• High proficiency in Google Workspace, Zoom, Microsoft Outlook, and Publisher, Canva, social media and Internet searches. Customer Relation Management (CRM) software experience is a plus.
• Excellent phone and interpersonal skills
• Excellent written and verbal communication skills
• Able to work under pressure with minimum supervision
• Bilingual/Biliterate a plus

Qualifications: Knowledge, Skills and Abilities

• Exceptional attention to detail
• Excellent oral and written communication skills; organizational skills
• General knowledge of nonprofit organizational practices
• Willingness to learn, understand, and become proficient in local government funding & contracting procedures
• Highly adept at assessing, building and managing processes
• A professional demeanor with an aptitude for analytical thinking and problem solving
• Mindful handling of sensitive and confidential information
• Responsible, well organized, and demonstrates initiative
• Excellent customer service skills, in-person over email and on the telephone
• Ability to work under pressure with tight deadlines
• Able to prioritize projects and tasks from multiple staff members
• Ability to work independently and collaboratively
• Must have excellent customer service skills
• Preferred: previous donor relations experience
• Must have reliable transportation as position requires regular travel within Alameda County, at times with short notice

Physical Demands

• While performing the duties of this job the employee is regularly required to sit for extended periods of time, stand and move from one area to another
• The employee is required to bend, reach, lift and relocate up to 15 lbs.
• Finger and hand dexterity for activities such as: recording money, grasping, repetitive motions, keyboarding, etc.
• Speaking, hearing, visual acuity, and mobility.
• Vision abilities required include close vision, distance vision and ability to adjust focus. Viewing computer screen for extended periods of time is required.

Work Environment

• The work is performed indoors. Some outdoor events are required.
• The office environment is temperature controlled
• The noise level in the office environment is usually quiet

General Competencies

Interpersonal

• Strive for improvement in self and for Spectrum; make recommendations for improvements
• Respond timely to requests for information, service and assistance
• Demonstrate a positive and productive attitude; have an open mind and be objective, trustworthy, honest and ethical
• Maintain a high level of professionalism and confidentiality
• Treat each Spectrum employee/manager as if they were an internal customer

Organizational

• Provide outstanding customer service to all internal and external customers
• Use and conserve organizational resources efficiently and effectively
• Prioritize and plan work activities
• Demonstrate consistency, reliability, accuracy and thoroughness
• Show respect and sensitivity toward cultural differences
• Promote a harassment and discrimination free environment
• Follow or exceed organizational standards
• Adhere to company policy and procedure; support Spectrum’s goals and values

Salary & Benefits

• Pay range is $22.35 - $28.00
• 100% employer paid health, dental & vision
• Employer retirement matching and direct contribution
• Generous paid holidays, vacation, and sick time.
• Employer-paid Long-term disability insurance
• Employer-paid life insurance policy

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

 

Details

Last Updated: 12 August 2023

Job Title:		Meals on Wheels Program Manager
Department:		Senior Nutrition Program
Reports To:		Executive Director
FLSA Status:		Exempt
Pay Range:		$70,000 - $95,000

General Description

The Senior Meals Program Manager has the responsibility of directing and supervising the day-to-day management and administrative functions of Spectrum's Title Ill-CI Nutrition Program (Congregate Meal Program), and Non-Title III-C Catered Meals in a timely, cost efficient manner while ensuring contract compliance with funding sources. Responsible for the overall planning of quality services provided by the kitchen management and staff.

Primary Responsibilities

Nutrition  Management

• Establish and maintain plans and procedures for the development and implementation of a comprehensive and coordinated nutrition program for the elderly (to include congregate information and referral, and addressing the general needs of the clients).
• Plan and implement the quarterly In-Service meeting for food preparation staff, Site Coordinators, Delivery Drivers, and volunteers. Develop and compile in-service education resource materials.
• Participate in the on-going assessment and evaluation of the food service and nutrition education components to meet changing needs and service priorities as necessary
• Develop recipes and plan menus for congregate meals, and Non-Title Ill Catered Meals.
• Implement the nutrition education component of the program for congregate clients.

Kitchen Management & Meal Delivery 

 

• Responsible for the efficient, safe and high quality processes of our production kitchen 
• Develop and implement kitchen policies and procedures (include H.A.C.C.P. requirements).
• Provide training and technical assistance to meal site staff.
• Responsible for purchasing capital equipment for kitchen

Project Compliance & Fundraising

• In conjunction with site coordinators, plan and coordinate program activities with other center activities.
• Implement and maintain internal management information, monitoring, and evaluation systems as required by administration and funding sources.
• Function as a liaison with appropriate agencies to mobilize available resources to the fullest extent possible in support of senior nutrition and other senior programs.
• Ensure the accurate preparation and timely submission of all reports as requested by the Area Agency on Aging and other funding sources.
• Work with administration to develop proposals, grant requests, contracts, and amendments. 
• Ensure all important documents are appropriately filed and that program data is recorded and managed in a manner that allows the data to be accessed and used in a simple, timely, and relevant fashion.

Communications & Public Relations

• Provide information to the public through the use of print and electronic media, newsletters, and personal appearances.
• Represent all agency programs in client and public settings including but not limited to outreach events, fundraisers, community groups and partner sites.

Supervise Staff

• Hire, discipline, conduct annual reviews, and terminate as needed with Executive Director approval.
• Process routine accounting/personnel forms such as employee time sheets, travel expenses vouchers, vacation requests, applications for employment, etc. 
• Conduct regular performance evaluations for department staff.

The minimum qualifications, physical demands and work environment characteristics described below are representative of those that must be met or will be encountered by an employee while performing the primary responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary responsibilities.

Minimum Qualifications

• Three to five years of community service management or supervision experience.
• Bachelor or Associate degree in nutrition, food service or related field highly desired. 
• Registered Dietitian with membership in the American Dietetic Association and an appropriate bachelor's degree preferred. Preferably with a strong food service background and experience in institutional management and good service.
• Strong computer skills for data collection, office work, menu planning, and recipe development.
• Bilingual/biliterate in (Spanish, Cantonese or Mandarin and English) desirable.
• ServSafe Manager Certified (within two months of hire).
• Experience in planning, development, and implementation of senior citizen programs or other service programs.
• Experience in supervision and effective delegation.
• Must have own transportation for use on job, valid California Driver's License, proof of personal automobile insurance and acceptable driving record to our insurance provider.

Physical Demands

• While performing the duties of this job the employee is regularly required to sit, stand and move from one area to another
• Finger Dexterity for activities such as typing, use of the computer mouse, computer usage, recording money, grasping, repetitive motions
• The employee is occasionally required to bend, reach, lift and relocate up to 30 lbs.
• Vision abilities required include close vision, distance vision and ability to adjust focus

Work Environment

• The work is primarily performed indoors and outdoors
• Able to withstand extreme temperatures, hot and cold
• The noise level in the kitchen maybe loud at times due to use of equipment
• Daily travel in Alameda County required
• Evening and weekend responsibilities as needed

General Competencies

• Strive for improvement in self and for Spectrum; make recommendations for improvements
• Respond timely to requests for information, service and assistance
• Demonstrate a positive and productive attitude; have an open mind and be objective, trustworthy, honest and ethical
• Maintain a high level of professionalism and confidentiality
• Treat each Spectrum employee/manager as if they were an internal customer Organizational
• Provide outstanding customer service to all internal and external customers
• Use and conserve organizational resources efficiently and effectively, and prioritize and plan work activities
• Demonstrate consistency, reliability, accuracy and thoroughness
• Show respect and sensitivity toward cultural differences
• Promote a harassment and discrimination free environment
• Follow or exceed organizational standards
• Adhere to company policy and procedure; support Spectrum's goals and values

 

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Details

Last Updated: 08 August 2023

Job Title:		Partner Site Meals Assistant
Department:		Senior Nutrition Program
Reports To:		Volunteer Coordinator
FLSA Status:		Non-Exempt
Pay Rate:		$18.00/hr

General Description

The Partner Site Meals Assistant has the overall responsibility for the smooth operation of the partner site and providing a safe and welcoming environment for the meal participants. 

Primary Responsibilities

• Register all participants; ensure information is organized, accurate, neat and current
• Input data into our database system for accurate records
• Communicate effectively with the Partner Site Meals Coordinator to assist with the foodservice distribution and activities at the partner site
• Provide excellent customer service to participants
• Assist in preparing a safe and welcoming meal service environment
• Ensure that record keeping is completed timely and accurately
• Assist paid and volunteer staff to ensure sanitary safe meal distribution. Report food-related problems to the Food Service Manager immediately
• Provide referrals to appropriate social service agencies as needed by site participants  
• Attend all training sessions and staff meetings
• Maintain, in an accurate and timely manner, all records
• Participating in fundraising activities
• Perform other duties as assigned

The minimum qualifications, physical demands and work environment characteristics described below are representative of those that must be met or will be encountered by an employee while performing the primary responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary responsibilities.

Minimum Qualifications

• High School Diploma/GED
• Previous experience in community service preferred; interest in serving others
• Possess a general understanding of the needs and problems of the elderly as a group.
• Must be able to read, speak and write English fluently; Bilingual preferred (Spanish, Mandarin, Cantonese)
• Ability to follow verbal and written instructions in English 
• Ability to communicate in a positive manner, both orally and in writing
• Able to work with minimal supervision
• Computer use skills including typing and data entry

Physical Demands

• While performing the duties of this job the employee is regularly required to sit, stand and move from one area to another
• The employee is required to bend, reach, lift and relocate up to 15 lbs
• Vision abilities required include close vision, distance vision, and ability to adjust focus 
• Finger dexterity for activities such as typing, using a computer mouse, recording money, grasping and repetitive motions
• Speaking, hearing, visual acuity, and mobility

Work Environment

• The work is performed primarily indoors

General Competencies

Interpersonal

• Strive for improvement in self and for Spectrum; make recommendations for improvements
• Respond timely to requests for information, service and assistance
• Demonstrate a positive and productive attitude; have an open mind and be objective, trustworthy, honest and ethical
• Maintain a high level of professionalism and confidentiality
• Treat each Spectrum employee/manager as if they were an internal customer

Organizational

• Use and conserve organizational resources efficiently and effectively
• Prioritize and plan work activities
• Demonstrate consistency, reliability, accuracy and thoroughness
• Show respect and sensitivity toward cultural differences
• Promote a harassment and discrimination free environment
• Follow or exceed organizational standards
• Adhere to company policy and procedure; support Spectrum’s goals and values

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Details

Last Updated: 27 July 2023

Job title:           Accounting Specialist

Department:      Finance

Reports to:        Chief Financial Officer 

FLSA Status:      Exempt

Compensation: $60,000 - $72,000 annually

 

Primary Responsibilities

The accounting specialist keeps accurate records, ensuring that invoices are paid when necessary, payroll is disbursed accurately and effectively, and ensures clients do not overpay for services rendered or goods delivered.   This role has potential growth opportunities within the organization to include CFO.  

Responsibilities include but are not limited to: 

• Work very closely with the CFO
• Sorting and coding invoices correctly and entering details into accounting software (QuickBooks online/desktop).
• Responds to various government and other agencies inquiries regarding employee payroll. 
• Prepares & posts internal bank transfers
• Prepare bank reconciliations for bank accounts
• Review ledgers statements and balance sheets for accuracy 
• Communicate with staff, vendors and funders to discuss changes or discrepancies
• Processing checks, reconciling accounts and producing statements at the end of each month. 
• Manage and update payroll information to ensure all employees receive accurate compensation
• Maintain employee vacation, sick leave, 401k, medical dental and vision benefits.  
• Participate in financial audits.
• Maintain Petty Cash 
• Prepare monthly journal entries.

Minimum Qualifications

• Four Year College Degree Preferred 
• 4+ years of general accounting experience
• Proficient in QuickBooks & QuickBooks online a plus 
• Well-organized, self-directed, and highly motivated.
• Clear and concise communication skills.
• Strong desire to work in the nonprofit sector a plus
• Solid writing skills and documentation knowledge.
• Government contract compliance experience preferred.
• Results-oriented problem solver.
• Strong business-to-consumer service orientation; skilled in working with the public in diverse communities.
• Proficient to excellent computer skills in Google suite Workplace (i.e.: Google Docs, Sheets, Mail) and Microsoft Office Microsoft Outlook, Word, Excel).
• Must be able to read, speak, and write English fluently. 
• Ability to follow verbal and written instructions in English, bilingual preferred.  

 

Physical Demands

• While performing the duties of this job the employee is regularly required to sit, stand. Finger dexterity for activities such as typing, use of the computer mouse, computer usage, recording money, grasping, and other repetitive motions.
• The employee is occasionally required to bend, reach, lift and relocate items weighing up to 10 lbs.
• Vision abilities required include close vision, distance vision and ability to adjust focus.

Work Environment

• The work is performed indoors which is temperature controlled.
• The noise level is normally quiet.

General Competencies

Interpersonal

• Strive for improvement in self and for Spectrum; make recommendations for improvements.
• Respond timely to requests for information, service and assistance.
• Demonstrate a positive and productive attitude; have an open mind and be objective, trustworthy, honest and ethical.
• Maintain a high level of professionalism and confidentiality.

Organizational

• Use and conserve organizational resources efficiently and effectively.
• Prioritize and plan work activities.
• Demonstrate consistency, reliability, accuracy and thoroughness.
• Show respect and sensitivity toward cultural differences.
• Promote a harassment and discrimination free environment.
• Follow or exceed organizational standards.
• Adhere to company policy and procedure; support Spectrum’s goals and values.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship

Details

Last Updated: 20 April 2023