VENTURA REGIONAL FIRE SAFE COUNCIL

OPERATIONS ASSISTANT - JOB DESCRIPTION

Job Summary: The Operations Assistant will report directly to the Finance & Administration Manager. They will play a crucial role in supporting both the administrative functions and programmatic activities of Ventura Regional Fire Safe Council (VRFSC). This full-time, hourly, position (32-40 hours per week) will involve assisting the Finance & Administration Manager, Programs Manager, and Executive Director to ensure efficient operation and effective implementation of wildfire prevention programs. The role requires a highly organized, structured, and dedicated individual capable of managing a diverse range of tasks.

Title Operations Assistant

Location Ventura County, California

DUTIES & RESPONSIBILITIES

ADMINISTRATIVE

• Set up and manage paper and electronic filing systems.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Answer office telephone, direct calls, and provide information.
• Operate office equipment and arrange for repairs when needed.
• Track inventory and order supplies.
• Manage email accounts and calendar scheduling.
• Handle ‘customer’ support issues.
• Compile data post-events for cost and logistics analysis.
• Support grant management and quarterly report preparation.
• Create, maintain, and enter information into databases.
• Prepare orientation materials for new hires.
• Upload finalized documents for grant applications.
• Perform additional tasks as required due to shifting priorities and deadlines.

PROGRAMMATIC

• Assist with planning and coordination of wildfire prevention and mitigation programs.
• Field calls from homeowners, partners, residents, and other organizations.
• Schedule Home Wildfire Risk Assessments and coordinate with program staff.
• Maintain an inventory system for outreach and education materials.
• Coordinate communications among team members and stakeholders.
• Organize program-related meetings and events.
• Oversee the use of technology for program operations.
• Create and maintain program records, reports, presentations, and proposals.
• Assist with managing marketing and communications (social media, newsletter, etc.).
• Compile information for grant reporting and update databases.

GENERAL

• Participate in staff and board meetings.
• Assist with general administrative and facility support tasks.
• Prepare reports, correspondence, policies, procedures, and other written materials.

MINIMUM REQUIREMENTS

• High school diploma or equivalent.
• Strong written and verbal communication skills.
• Strong customer service skills (bilingual in English and Spanish is a plus).
• Proficiency in Microsoft Office Suite and Google Workspace.
• Working knowledge of office equipment.
• Excellent time management, organizational, and problem-solving skills.
• Experience in fire science, wildfire prevention, disaster preparedness, and/or non-profit program management is a plus.
• Valid California driver's license, proof of insurance, reliable transportation, and a working mobile phone with the ability to use the VRFSC phone system app (Grasshopper).

PERSONAL ATTRIBUTES

• Strong interest and belief in VRFSC's mission.
• Ability to work independently and collaboratively.
• High level of integrity, ethical conduct, and commitment to documented results.
• Enthusiastic, positive team player with flexibility to re-prioritize and multi-task.
• Ability to handle ambiguity and create problem-solving frameworks and plans.
• Thrive under pressure and accept constructive feedback.
• Willingness to work occasional late nights or weekends as needed.

COMPENSATION & BENEFITS

COMPENSATION

We offer a competitive compensation package for this position, ensuring fair pay for your hard work and dedication:

Hourly Rate: The hourly rate for this position ranges from $23 to $26, based on experience and qualifications.

Weekly Hours: This is an hourly position, typically ranging from 32 to 40 hours per week.

Work Schedule: The standard operational hours of VRFSC are Monday through Friday, from 9:00 AM to 5:00 PM. Occasional weekends may be required based on operational needs.

Breaks:

• A 30-minute unpaid lunch break is required for every 5 hours worked. To obtain 8 fully paid hours, the effective work schedule is adjusted to 8:30 AM to 9:00 AM.
• A 15-minute paid break is available for every 3 hours worked.

BENEFITS

We believe in taking care of our team and offering a comprehensive benefits package to ensure your well-being and peace of mind. Here’s what you can expect:

• Health Insurance: Our health insurance plan is partially covered by grant funding, reducing the cost for you. The remaining portion is covered out of pocket, providing you with access to quality healthcare.
• Dental and Vision Coverage: We offer full coverage for dental and vision insurance through Humana.
• Retirement Contribution: We support your future planning with a retirement contribution plan. Additionally, we offer a discretionary match at the end of the year, further enhancing your retirement savings.
• Generous Paid Time Off: We value work-life balance and provide generous paid time off.

Application Process

Please return your cover letter and resume as soon as possible. We will be in touch about the interview process.

Job Type: Full-time

Pay: $23.00 - $26.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person