Administrative Coordinator

CalCAPA OVERVIEW

The California Community Action Partnership Inc. (CalCAPA is a membership anti-poverty, policy, and advocacy 501-c3 nonprofit organization. Members of the Association are approximately 60 local private and public Community Action Agencies in California. Principle network members are designated recipients of the federal Community Services Block Grant, which supports each organization's core anti-poverty mission. The Association strives to build collaboration and key partnerships with other organizations that share the anti-poverty role and mission and has membership and has affiliate and associate membership categories.

Under the direction of the Executive Director, the Administrative Coordinator enhances the office's effectiveness by providing information management support and facilitating accelerated development. They are the
first point of contact – the face and voice of CalCAPA, welcoming visitors and taking calls. They also act as the Office Manager in ensuring the smooth and efficient running of the office and all ancillary operations.

Executive Support

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves Executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Maintains Executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Prepares reports by collecting and analyzing information.
• Prepares meeting packets and keeps minutes of all CalCAPA Board and Committee meetings.
• Provides historical reference by developing and utilizing filing and retrieval systems.

Administrative

• Welcomes guests by greeting them, in person or on the telephone, and directing inquiries.

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Records, files, and tracks all outgoing and incoming mail.

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Manages all matters pertaining to reception/office appearance and utilities.

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Assists with administrative tasks and provide research and administrative support to all departments and individuals, when necessary.

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Maintains current and accurate employee information and records.

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Facilitates new hire onboarding and completion of required documents.

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Manages employee benefit programs including medical, dental, and vision insurance.

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Facilitates and arranges travel and lodging for staff when needed.

· Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Operations

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Cooperates with landlord on local facility/maintenance.

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Ensures operation of equipment by completing preventative maintenance requirements, troubleshooting malfunctions, facilitating repairs, and maintaining equipment inventories.

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Oversees customer support processes and organizes them to enhance customer satisfaction.

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Manages relationships/agreements with external partners/vendors.

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Evaluates overall performance by gathering, analyzing, and interpreting data and metrics.

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Ensures that the company runs with legality and conformity to established regulations.

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Works in conjunction with other leadership to ensure external contracts and fee for service opportunities are executed and accounts receivables are met

Advocacy

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Active leadership in key advocacy issues and activities related to CalCAPA that affect the agency, its membership, and the communities they serve.

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Participate actively in planning, organizing, and implementing the agency's advocacy work to promote mission and vision.

Fiscal

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Manages procurement processes and coordinates material and resources allocation.

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Records day to day financial transactions and processes accounts receivable/payable in a timely manner.

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Manages auto-pay, ACH, and credit card transactions.

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Manages all membership invoices and payments for CalCAPA and Region IX.

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Assists in the preparation of the annual financial audit.

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Assists other departmental leadership in accounts receivable to the agency

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Works in conjunction with the agency's contracted fiscal officer to ensure all invoices are submitted timely.

General Agency Duties

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Foster an environment that promotes trust and cooperation amongst staff, management, and clients.

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Attend staff, management, and program meetings, and staff retreats.

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Participate in agency functional teams and ad-hoc committees.

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Actively participate in planning agency-wide activities such as quarterly and annual retreats, volunteer activities, holidays and other events.

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Represent CALCAPA in meetings and conferences, as appropriate.

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Provide logistical support on project activities as needed.

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Other duties as requested by the Executive Director and Deputy Director

Qualifications:

• Proven administrative or office management experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office, Google Suites and cloud based systems including the ability to manage an office in a complete paperless system
• High school diploma or equivalent; college degree preferred
• Knowledge of Community Action, economic mobility, injustice, equity and poverty

Salary:
$62,500.00

Application Process:

Applications are requested by December 30, 2025 but early submissions will be considered on arrival.

Email a PDF attachment of the following documents to
;

·       Resume

·       List of 3 references