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$28/hour
2827 Bodega Ave, Petaluma, CA 94952, USA
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SharePosition Overview The Village Network of Petaluma is a thriving nonprofit that connects, supports, and empowers older adults through meaningful programs, social activities, and direct services. The Administrative & Operations Specialist ensures smooth daily operations of the Village Network of Petaluma. This role manages administrative tasks, financial processes, database updates, and event logistics—supporting staff, volunteers, and members in a mission-driven, community-based nonprofit serving older adults. Responsibilities by Frequency Daily • Oversee smooth office operations and facility logistics. • Retrieve, scan, and route mail; manage outgoing communications. • Handle accounts receivable/payable and process deposits and donations. • Perform data entry and updates in Helpful Village CRM for members and volunteers. Weekly • Maintain office procedures, supplies, and general upkeep. • Manage new member and volunteer applications and checklist completion. • Process and record all membership fee payments and donations, updates, and deactivations. • Reconcile payments and resolve transaction issues with the bookkeeper. • Run standard reports, maintain digital folders, receipts, and invoices for accurate bookkeeping. Monthly • Track and restock office inventory and forms. • Prepare reports on membership, donations, and room rentals. • Support the Executive Director with donor acknowledgments and correspondence. • Assist with updating the outward-facing events calendar. Occasional / As Needed • Support event logistics (room setup, registration, materials). • Assist with special mailings, printed newsletters, or community outreach. • Participate in donor stewardship, referrals, and compliance processes. • Help with social media or public communications as requested. General / Ongoing • Maintain accurate and organized filing systems (digital and paper). • Update operations manuals and administrative procedures. • Ensure compliance with member/volunteer onboarding and acknowledgment policies. • Collaborate cross-functionally with staff and lead volunteers. • Identify process improvements and report issues to the Project Manager. Skills & Attributes Exceptional organization and communication skills. Strong attention to detail and time management. Proficiency in Google Workspace, Microsoft Office, and Helpful Village CRM. Collaborative, flexible, and proactive approach. Experience in nonprofits or senior services preferred. Must be able to lift 25 pounds, and pass a background check. Apply by: December 15, 2025 — send résumé and cover letter to info@VillageNetworkofPetaluma.org
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