Administrative Services Manager (Orland-based) in Orland, California at Ministerial Association of Colusa C

The Administrative Services Manager oversees and coordinates key administrative operations for MACC and its affiliated programs. This position serves as a central point of coordination within Business Services, supporting organizational systems, purchasing, records management, vendor administration, compliance documentation, technology and office resources, and day-to-day administrative operations.

The Administrative Services Manager develops and maintains organized processes that support consistency, accountability, timely completion of administrative responsibilities, and effective service to MACC departments and programs. The position works closely with Business Services leadership, Finance, Human Resources, IT, program leadership, vendors, contractors, and other internal and external partners.

Administrative Operations & Workflow Management

•Oversee day-to-day administrative operations and assigned Business Services workflows.

•Develop, maintain, and improve administrative procedures, tracking systems, forms, checklists, and internal workflows.

•Monitor administrative requests, deadlines, recurring responsibilities, and outstanding action items through completion.

•Coordinate administrative support for new offices, program expansions, relocations, and other organizational projects.

•Maintain organized electronic and physical filing systems and promote consistent document management practices.

•Identify administrative inefficiencies and recommend practical process improvements.

•Support the development and maintenance of departmental policies and standard operating procedures.

Records, Licensing & Compliance

•Maintain organizational records, contracts, property documents, licenses, registrations, insurance documents, and other administrative files.

•Serve as a primary custodian for assigned corporate and administrative records.

•Track business licenses, registrations, renewals, permits, certificates, and other recurring administrative requirements.

•Coordinate required filings and documentation with county, city, state, and other applicable agencies.

•Maintain organized records that are readily available for leadership review, audits, renewals, and compliance activities.

•Track expiration dates and required follow-up activities to prevent lapses in licenses, registrations, agreements, or other required documentation.

Purchasing & Organizational Resources

•Coordinate purchasing requests for office supplies, furniture, equipment, technology, and other approved organizational needs.

•Obtain and compare vendor quotes when required and coordinate approved purchases through established processes.

•Maintain purchasing documentation and work with Finance to support accurate invoice and payment processing.

•Coordinate recurring organizational orders and assist departments with approved purchasing needs.

•Maintain appropriate records for organizational equipment and other assigned assets.

•Coordinate the distribution and replacement of office equipment and administrative resources.

Vendor & Contract Administration

•Serve as an administrative liaison with vendors, contractors, insurance providers, landlords, and other external partners.

•Maintain vendor documentation, agreements, certificates of insurance, contact information, and related records.

•Track contract and agreement requirements, renewal dates, documentation needs, and assigned follow-up activities.

•Coordinate vendor scheduling and administrative requirements with appropriate Business Services staff.

•Follow up on outstanding vendor issues and escalate unresolved matters to leadership when appropriate.

Technology & Office Support Coordination

•Coordinate administrative aspects of employee phones, software accounts, office equipment, and other technology resources in partnership with IT.

•Assist with technology and equipment needs associated with new employees, office openings, relocations, and program expansions.

•Maintain accurate records of assigned administrative and technology resources as required.

•Coordinate requests between departments and IT when administrative follow-up or purchasing is required.

Leadership & Department Support

•Provide administrative support to the Director of Business Services and department leadership.

•Prepare reports, summaries, tracking documents, and other information needed for management review.

•Coordinate meetings, schedules, calendars, conference rooms, and department activities as assigned.

•Assist with organizational meetings, events, and special projects.

•Communicate administrative requirements, deadlines, procedures, and status updates clearly to staff and leadership.

•Coordinate across departments to resolve administrative issues and keep assigned projects and requests moving forward.

•Provide guidance and support to administrative staff as assigned.

•Perform other related duties as assigned.

Minimum Qualifications Required

•Bachelor's degree in Business Administration, Public Administration, Organizational Management, ora related field preferred; equivalent relevant experience may be considered.

•Three or more years of progressively responsible experience in administration, business operations, office management, or a related field preferred.

•Experience coordinating administrative operations across multiple departments, programs, or locations preferred.

•Experience with purchasing, vendor coordination, records management, contracts, licenses, compliance documentation, or similar administrative functions.

•Familiarity with nonprofit operations, organizational compliance, budgeting, and administrative procedures preferred.

•Strong proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.

•Experience developing and maintaining tracking systems, administrative workflows, procedures, and organized recordkeeping systems.

•Ability to analyze information, identify administrative or operational problems, and recommend practical solutions.

•Ability to manage multiple priorities, deadlines, recurring responsibilities, and projects with limited supervision.

•Strong written and verbal communication skills.

•Strong attention to detail and commitment to accurate documentation and follow-through.

•Ability to establish productive working relationships with employees, leadership, vendors, contractors, government agencies, and community partners.

•Ability to handle confidential and sensitive organizational information appropriately.

•Ability to lift up to 40 lbs occasionally.

•Availability to work five days per week, seven hours per day, primarily in office.

•Willingness to drive up to 25% to MACC locations as needed.

•Valid driver's license.

Skills & Competencies

•Administrative and operational leadership

•Organization and time management

•Accountability and follow-through

•Records and document management

•Vendor and contractor coordination

•Purchasing and resource coordination

•Process and workflow development

•Problem solving and independent decision-making

•Cross-department communication and collaboration

•Attention to detail

•Customer service

•Ability to manage competing priorities and deadlines

Spiritual & Ethical Expectations

•Demonstrates alignment with Christian values and a commitment to working in a mission-driven organization.

•Affirms and supports MACC's Statement of Common Understanding.

•Conducts organizational business with integrity, professionalism, accountability, and respect.

•Treats every neighbor, employee, volunteer, vendor, and community partner with dignity, respect, and compassion regardless of faith background or beliefs.