Operations Program Assistant

Job Description

Job Description

Description

Position Title: Operations Program Assistant

Employment Type: Full Time

Pay Rate: $31/hour - hourly
Shift Differential Eligibility:  Evenings and weekends - same as crisis services team

Eligibility for Remote Work: 100% onsite

Benefits: Medical, Dental, Vision insurance eligibility. Retirement plan eligibility with 2% employer match. 13 paid holidays. Paid sick time off, paid vacation and paid floating holidays available. 

Schedule: Monday - Friday 9am-5pm 

The operations program assistant will play a crucial role in ensuring the smooth and efficient operation of our facilities, contributing to the overall success of our organization. The position will be responsible for managing all aspects of our physical workspace, including maintenance, repairs. The position will work in partnership with the operations officer on matters of security and safety. 

This position will also provide accounts payable support and assistance to the fiscal officer, adhering to CSS policies and procedures as well as applicable local, state, and federal laws that apply.  The position requires excellent organizational and communication skills, be detail-oriented, and have a strong ability to prioritize tasks in a fast-paced environment. 

The position will also provide administrative program support to the 988 program and Youth Rapid Response program.

Supervision/Direction Received:

The position is supervised by the Operations Officer, and receives 1 hour of one-on-one coaching each week.

Level of Decision Making:

• Recommend the purchase office supplies and volunteer snacks
• Recommend budgetary needs that improve admin, facilities, safety and security functions and processes
• Respond to employee inquiries related to office supplies, travel, purchasing and facilities related requests
• The position will be an active participant in evaluating, designing and implementing policy and procedures related to the facility usage, security protocols, emergency preparedness, and workplace safety

Finance Duties

• Accounts Receivable
  • Prepare weekly deposits and supporting documents
• Accounts Payable
  • Review and verify, vendor invoices and payment requests; support check runs; and resolve vendor billing discrepancies or duplicate charges promptly.  
  • Maintain accurate vendor master files, request and track Form W-9s, monitor tax-exempt status, and assist with year-end 1099 processing.
  • Perform weekly reconciliations of organizational credit cards and employee expense/mileage reimbursements, verifying line-item receipts and policy compliance prior to approval.  
  • Maintain organized physical and digital records (vouchers, invoices, allocation sheets) in compliance with document retention policies and annual audit requirements. 
  • Collaborate closely with the Operations Officer to track invoice due dates, establish payment schedules, and execute weekly disbursements, ensuring all organizational bills and vendor liabilities are paid on time to avoid late fees and maintain strong vendor relationships.
  • Support the Operations Officer in maintaining an accurate accounts payable schedule, tracking pending invoices, and processing approvals prior to due dates to guarantee zero late charges and support smooth operational cash flow.  
  • Monitor incoming utility, vendor, and service contract bills, verify payment terms, and coordinate with the Operations Officer to ensure prompt payment and accurate ledger entries.
  • Ensure mileage reimbursement are completed correctly
  • Process manual payables checks when needed
  • Assist with special projects or tasks as assigned by the fiscal officer or executive director to support the overall health of our financial record keeping
  • Follow up on outstanding checks
  • Responsible for creating  new folders, binders and file system for every fiscal year
  • Responsible for copying and/or scanning of payment and other documents. 
  • Ensures all accounts payable, vendor, and related files are adequately maintained, archived, and purged, as necessary (paper and electronic copy). 
  • Establishes and maintains a positive working relationship with employees and vendors. Garners necessary information from relationships to accomplish job functions. 
  • Other related duties as assigned by the Finance Officer. 

Facilities Duties

• Serve as the immediate first responder for all staff, intern, and visitor facilities requests, urgent repair needs, workplace safety concerns, and building emergencies. 
• Dispatch, escort, and supervise HVAC technicians, plumbers, janitorial staff, and security contractors for routine maintenance and emergency repairs.  
• Conduct daily walkthroughs to inspect building access points, safety hazards, emergency supplies, and general facility conditions. 
• Schedule repairs, maintenance, and cleaning services to ensure a safe and functional environment for staff, interns, visitors, and clients.
• In collaboration with the operations officer, maintain facility-related budgets, tracking expenses and ensuring cost-effectiveness.
• Create training tipsheets, slide decks, and videos to communicate the policies and procedures to CSS volunteers, interns and staff.
• Collaborate with internal stakeholders to assess and address any facilities-related needs or improvements.
• Maintain office supplies and volunteer snacks  inventory, monitoring stock levels, and placing orders as necessary.

Event Planning

• In collaboration with department directors and HR team, assist in planning company events, including arranging catering, preparing materials, and managing RSVPs.

Administrative Duties

• Coordinate and schedule appointments, meetings, and travel arrangements for staff members as requested.
• Schedule and maintain conference room calendars, assisting with room reservations and room set up requests.
• Manage the reception area, ensuring it is clean, organized, and well-maintained at all times.
• Process the mail at least twice weekly
• May provide administrative and clerical support to management and other departments, which may include: printing, purchasing, filing, and document destruction.

Front Office Duties

• Greet and welcome visitors, clients, and employees in a professional and friendly manner, creating a positive and supportive environment
• Answer and direct incoming phone calls, providing accurate information and handling inquiries or forwarding them to the appropriate person or department.
• Monitor and manage visitor access and security protocols, ensuring compliance with company policies and procedures.
• Demonstrate excellent interpersonal skills and professionalism in handling inquiries, complaints, and requests from clients and visitors.
• Stay updated on organizational policies, procedures, and announcements to provide accurate information to visitors and employees.

Other duties as needed

• Flexibility and availability evenings, overnights and weekends
• Minimum of 2+ years of hands-on Accounts Payable experience within a non-profit or grant-funded environment, with a strong understanding of fund accounting principles. 
• Experience and knowledge of accounting principles for government-funded non-profit organizations is a plus. Knowledge of fund accounting is required. 
• Working familiarity with IRS Form W-9/1099 requirements and state non-profit sales tax rules.
• High attention to detail with proven ability to maintain complete, organized audit trails and reconcile multi-account transactions.
• Ability to utilize supervision and coaching
• Excellent interpersonal and communication skills
• Values working cooperatively with others
• Ability to manage deadlines / handle confidential information in professional manner
• Ability to manage multiple priorities and meet multiple deadlines under minimal supervision. 
• Advanced knowledge of Microsoft Excel, including lookup functions and pivot tables. 
• Sensitive to the cultural and ethnic diversity of Alameda County
• Experience applying a diversity, equity, inclusion, and belonging lens to their work
• Ability to work independently, develop and implement strategies, and set and carry out objectives with minimal supervision
• Strong analytical and problem-solving skills
• Knowledge of trends, best practices, regulatory changes, and new technologies in the field of operations, facilities management, office management, and accounts payable

Minimum Qualifications 

• Must complete Background Check (DoJ) and LiveScan
• Must live within a 100 mile radius of Oakland, CA 94609
• Must be able to commute onsite to fulfill the role's onsite requirements
• Must have access to a secure internet connection (If secure, you should see a padlock next to the wifi symbol), a computer with camera (for remote meetings), a mobile phone (for multi-factor authentication), and a private space for completing confidential work, making calls, and attending meetings. Or be able to work fully onsite to accommodate any of these needs.

Agency Mission

To reach out and offer support to people of all ages and backgrounds during times of crisis, to work to prevent the suicide of those who are actively suicidal, and to offer hope and caring during times of hopelessness.

Agency Values

We care, from the inside out. With open hearts and minds, we build connections and remain committed to growth to be the best for the people we serve.

Justice, Equity, Diversity, and Inclusion Statement

CSS works toward the elimination of the tragic experience of suicide in Alameda County and this cannot be accomplished without the elimination of racism, sexism, ableism, and other forms of oppression in our community. We acknowledge that dismantling systems of oppression requires active engagement and constant effort. In order to better serve the diverse communities of Alameda County, address the above inequities, and elevate voices and experiences of those directly impacted by suicidal thinking or behaviors.

CSS commits to:

• Encourage and support education, self-reflection, and both personal and professional development for all levels of CSS workforce and governance.
• Develop and provide services that incorporate the wisdom of the communities that CSS serves.
• Advocate for and promote policies that serve the mental health needs of diverse communities within Alameda County with the goal of creating a more robust crisis continuum that is not dependent on law enforcement and correctional facilities.
• Openly request, receive, and utilize feedback provided by community members and partner agencies to develop policies and processes.
• Continuously and critically review CSS policies, practices, and performance to demonstrate adherence to these diversity, equity, and inclusion commitments.

Applicant Misuse of Crisis Line Disclaimer

Please do not contact our crisis line for the sole purpose of asking for updates about the role. Misuse of our crisis lines as a means of seeking updates about an application will disqualify you from the hiring process, and make you ineligible for future roles. Ensure you've checked your spam folder for any missed communications. 

Each application is read and reviewed by human beings! Please avoid using A.I. when writing your cover letter, or answering application questions. We ask for these application materials so that we can get to know each individual applicant better. We've heard enough from artificial intelligence language models and want to hear your voice. For this role, evident use of A.I. in job applications decreases your likelihood of being selected to move forward in the application process.

Crisis Support Services of Alameda County is an Equal Opportunity Employer (EOE) and committed to fostering a diverse and inclusive workplace. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability or veteran status. We value the range of life experiences our staff bring with them and are stronger for having staff and volunteers with lived experience of surviving suicidal crises.