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Operations Coordinator

Posted on April 24, 2019

General Summary

The Independent Living Resource Center is seeking an Operations Coordinator to be a leading member of our team to accomplish our mission of promoting independent living and full access for individuals with disabilities through advocacy, education and action in our communities.

Site Location: Santa Barbara Office
Hourly Rate: $18.00/hr
Reporting Supervisor: Business Manager

Stress Level: Low-Moderate
Employment Status: Non-Exempt/30 hours per week
Filing Deadline Date: Open Until Filled

Job Dutities & Responsibilities

  • Prepare monthly Board packets consisting of: agenda, minutes, staff reports, etc. Secure Board Secretary's signature for the previous months board minutes and email the packets to all members 7 days prior to the monthly meeting. Send out information packets to any individuals interested in applying for Board membership. Provide information, agenda's, Board Roles & Responsibilities, and any other support services necessary to applicants.
  • Attend monthly board meetings; take meeting minutes and complete board minutes within 1 week of the meeting.
  • Maintain ILRC office inventory worksheet.
  • Run office errands for administrative staff when requested including travel to site offices. Mileage is reimbursed.
  • Keep track and request all employee DMV printouts and auto insurance records.
  • In charge of making sure CIL Management Suite- database is accurate. Trainer to staff on the data collection system. Compile monthly reports to staff and management.
  • Compile all PDABTAC reports sent by staff onto one report form and fax by the 5th of every month.
  • Prepare and deliver the banking deposits every Friday.
  • Execute the mailing of Account Payable checks.
  • Execute the mailing of Account Receivable billings.
  • Order all office supplies.
  • Enter all donations into donor database (Z2 Systems). Send donor thank you letters out after deposit is complete.
  • Create monthly e-newsletter via MailChimp and distribute.
  • Create ILRC press releases.
  • Update and order all staff business cards.
  • Assist the Business Manager with tasks requested by them to prepare for the fiscal year end audit. Assist the auditor by providing support services such as making copies, retrieving documents and any other tasks that are requested. Ensure once the audit process is complete that all documents are returned to the proper file/box/binder, etc.
  • Create Annual Report, donor solicitations and holiday card.
  • Update ILRC's website as necessary.
  • Provide clerical support to the Administrative team including typing, filing, photocopying, delivery & pick-up of documents or other items as requested.
  • Facilitate with Fluency to secure services of registry members for interpreting tasks in the community your unable to provide. (Process and schedule interpreter requests).
  • Organizes and coordinates interpretation for the office staff's interpreting needs.
  • Manage Interpreting Service Agreements and purchase orders for all ILRC vendors regarding interpretation services.
  • Update CIL Suite, consumer files, and case notes on a regular basis.
  • Recruit for, maintain and update the Interpreter Registry.
  • Assist as necessary with the payment of Interpreters and collections as necessary.
  • Promote harmonious working relationships with all other ILRC staff and participate fully as a member of a working team.
  • Conduct all agency related business in a professional/ethical manner.

Required Qualifications

  • Type and Key minimum of 45 wpm
  • Proficient in Microsoft Office Word & Excel and Adobe
  • Experience with data entry
  • Have a car, valid drivers license and auto insurance
  • Ethical work practices, positive team-oriented, flexible & respectful
  • Utilize effective communication and organizational skills

Preferred Qualifications

  • Experience with MAC computers
  • Bilingual in Spanish and/or ASL
  • Knowledge or have personnel experience with a disability or disability issues and American Sign Language
  • 1-2, years experience in a similar position