Mission: Chester Eastside is a welcoming and inclusive community that enables individuals of all ages to achieve their goals and aspirations, and that promotes a just and peaceful coexistence in Chester through advocacy and programs for education, social services, and justice.
Founded in 1985, Chester Eastside is a 501(c)(3) organization that faithfully serves the community of Chester, Pennsylvania. It strives to create an environment that supports those whose lives are tested each day by challenges of poverty. The agency focuses on both the city’s present and future. At the core of the organization is a food service program that provides nearly 100,000 meals a year to community residents. In addition to addressing food insecurity, Chester Eastside provides an evidence-based afterschool program that provides homework assistance and mentoring for children in grades 1-8.
Reporting to the Executive Director, the Operations Manager is responsible for ensuring that the overall operations and office run efficiently and effectively. The position is principally responsible for office management functions, the management of the food pantry program, and supporting the delivery of all our services and programs.
Core Duties & Responsibilities
- Office Management
- Develop and maintain organizational operating systems/procedures.
- Supervise custodial/facilities support staff and train and supervise administrative volunteers.
- Establish and maintain electronic filing systems for all records and correspondences.
- Greet guests; field inquiries; and monitor phones, voicemail, email, and postal mail.
- Provide support to the Executive Director on Board management, including managing board communications, calendar, meeting notes, and resolutions.
- Manage and support technology needs of the organization.
- Serve as point of contact for vendors and service providers, including maintaining contracts and payment records.
- Monitor and maintain all forms of insurance and licenses necessary for operations.
- Oversee procurement of supplies and materials for the organization.
- Coordinate finance operations, including payables, reimbursements, and invoicing.
- Maintain financial document filing system for receipts, bank deposits, grant letters, etc.
- Monitor cash flow and grant calendar in partnership with the Executive Director and contracted accountant.
- Work closely with contracted accountant to ensure financial documentation is provided and audits are completed.
- Maintain accurate database of donors and prospects, and gift acknowledgments.
- Coordinate fundraising and donor letter mailings.
- Manage and cultivate strong relationships with all food sourcing entities, including government food programs, grant-funded food purchases, grower processor donations, and retail donations.
- Manage the receipt and inventory of all food and ensure that an adequate food supply is maintained.
- Supervise pantry staff and volunteers.
- Ensure that all pantry practices meet safe food handling requirements.
- Conduct ongoing research to enhance food pantry program development and implementation.
- Create new connections and build relationships with community groups.
- Maintain accurate and complete records of the receipt, disposal, and inventory of purchased foods as required by contracted agencies.
- Provide reports to Executive Director that highlight key food pantry metrics.
- Assist with the administration of the Out-of-School time programs.
- Assist with communications and promotion of programs by taking pictures of on-site activities/events and providing a brief written overview.
Skills and Qualifications
- Associate’s degree in Business or related field or equivalent work experience.
- A minimum of five years of experience in some combination of operations, finance, program management and/or other relevant capacities.
- Proficient in Microsoft Excel, Word, and PowerPoint.
- Ability to perform accounting duties and utilize QuickBooks.
- Self-driven and proactive approach to managing operations.
- Strong written and verbal communication skills.
- Exceptional people skills, including an ability to navigate and resolve conflict in a manner that values and respects relationships.
- Ability to follow, implement and enforce all COVID-19 safety protocols and guidelines as recommended by the State of Pennsylvania.
- Ability to travel to various locations within the City of Chester as required.
- Willingness to work occasional evening or off-hours for events or other demands.
Salary will be commensurate with experience and flexible work arrangements will be considered. All interested applicants should send their resume and salary requirements to Recruiter@ceichester.org