The Operations Manager is responsible for the maintenance and improvement of all agency facilities and develops, coordinates, and manages operational procedures, safety and risk management to reduce accidents and losses, thereby improving safety and efficiency of all employees. The Manager is responsible for management of food service and kitchen operations, agency vehicles, the implementation of safety plans, site security systems, and the maintenance of all agency facilities. This position will supervise facilities operations and the kitchen staff. The Manager will evaluate practices, procedures, and facilities to assess risk and adherence to the law to help foster a culture of health, safety, and regulatory compliance. The Manager supports the Chief Administrative Officer in the implementation of asset management processes and procedures and the facilities operations budget and for documentation related to facilities operations and safety plans.
Dimensions
Staff: Supervision (5-6), Indirect Reports (4-6), Volunteers (10-15 Varies)
Management Team Functions
- Agency Strategy: Responsible for the implementation of strategic initiatives, annual goals, budget guidelines, operational timelines, and data/service integration.
- Agency Improvements: Recognize opportunities for improvement and make recommendations for efficiency.
- Cross-Department Collaboration: Facilitate cross-department collaboration and integration.
- Budget Development and Management: Understand and Manage to agency approved budget and make ongoing recommendations for reductions or additives in expenditures where possible.
- Risk: Manage day to day risks.
- Quality Improvement: Measure performance to improve the quality of services provided internally and externally.
- Operations: Responsible for day-to-day operations and delivery of the organization’s services.
- Innovation: Make recommendations for innovation within assigned service areas.
- Compliance: Support all staff in compliance and fidelity to related policies and procedures.
- Partnerships: Create peer to peer partnerships to establish strong working relationships internally and externally.
- Outcomes: Complete reports and assist with requests for data and reporting for internal and external evaluation.
- Training: Work with individual staff to develop personalized training goals and expectations.
- Data: Implement data systems and gather data to ensure high quality service internally and externally.
- Staff Development: Actively implement all available approaches to support the growth and success of staff.
- Culture Development: Actively role model and create actions and conditions for agency alignment with mission, vision, and values.
Essential Functions
Facilities & Safety
- Direct management of Agency owned and leased facilities and housing sites. Manage preventative maintenance, maintenance, repair, and turnover of all agency facilities, including master lease units, in coordination with the Housing Property Management Manager.
- Provide oversight of all mechanical, electrical, and plumbing facility systems (MEPs) in applicable facilities, ensuring safe and optimal operations agency-wide. Assure compliance with local, state, and federal agency requirements and fire life safety codes.
- Oversee Security and Access Control for all agency facilities.
- Evaluate potential facility risks and exposures and develop processes to effectively minimize those risks. Create an environment of risk awareness and promote risk reduction throughout areas of oversight.
- Facilitate the implementation the agency’s safety plans and programs in coordination with the Chief Administrative Officer.
- Maintain documentation control for all facility related documents in coordination with the Agency’s assigned Custodian of Records.
Kitchen Operations
- Ensure and maintain kitchen operations at Caritas Center and Sam Jones Hall in compliance with state and local food handling and food safety regulations and guidelines; conduct regular inspections to maintain accountability for health and safety standards. Oversight of quality control standards, including adherence to Hazardous Analysis and Critical Control Points (HACCP) plan and ensuring that practices are in place to maintain compliance and that regular safety checks are performed on all kitchen equipment and/or appliances and all needs for repairs and hazards are reported to facilities team.
- Ensure the safe system of transportation and delivery of cooked food between agency locations.
- Oversee the supervision and training of staff and volunteers who assist with food preparation, serving, and clean up.
- Oversee the completion of data collection required per funding agreements which includes documenting meal counts, completing surveys, facilitating semi-annual certifications, and recordkeeping for required audits: Child and Adult Care Food Program (CACFP) and CFA grant renewal certifications.
- Oversee receiving and inventory control for all facilities and food service operations. Responsible for vendor relations is all areas of facilities and kitchen operations.
Additional Duties
- Provide direct management of all facilities and kitchen operations staff. Maintain schedules and time and attendance through WebTime to ensure compliance with wage and hour laws, respond to workplace safety incidents, and report and file Workers’ Compensation claim documents with Human Resources.
- Manage the agency’s vehicles, including maintenance, check out/in process, authorized drivers in coordination with Human Resources, and availability calendar.
- Travel between all agency locations in required.
- Perform other related duties as assigned.
- Support the Mission, Vision, and Values of Catholic Charities in the performance of all essential job functions and responsibilities.
Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.
Agency Culture
It is essential that all employees of Catholic Charities aspire to the following:
- A commitment to the agency’s mission, vision, and values.
- A commitment to excellence in everything we do.
- A commitment to performance and quality improvement.
- A commitment to outcomes and measured results.
- A commitment to innovation and to what is possible.
Education, Experience, and Skills Required
- Bachelor’s Degree in a related field and minimum of three years of supervision experience or five to seven years of relevant industry and supervision experience in place of a degree, required.
- Demonstrated working knowledge of MEPs for a commercial building.
- Demonstrated working knowledge for operations of a web-based security systems.
- Knowledge of elevator operations, preferred.
- Successful experience in the oversight of multiple sites, preferred.
- Proficient knowledge of Cal/OSHA codes and requirements.
- Proficient knowledge of EHS best practices.
- Successful completion of the Department of Public Health Food Safety Manager test and possession of Food Handler Card within two months of hire required.
- Prior experience, interest, and a good understanding of service delivery with a homeless population, and sensitivity to issues surrounding homelessness, substance abuse, mental illness, and/or physical handicaps.
- Demonstrated working knowledge of standard operating and maintenance procedures of commercial food equipment and appliances.
- Must be familiar with Local Health Codes and Regulations that apply to commercial kitchen management, food safety standards, temperature holding requirements, and best food-handling practices.
- Must be knowledgeable regarding Sanitation procedures, Cross Contamination prevention, and Foodborne Illness prevention and managing food allergens.
- Computer literacy required including experience with Microsoft 365 Suite.
- Ability to provide excellent customer service to all program participants.
- Ability to work independently and in a team setting.
- Strong written and verbal communication; organization, conflict resolution and problem-solving skills.
- Excellent interpersonal skills, cooperative, friendly, proactive, and helpful attitude with clients and co-workers. Ability to work closely with clients and other employees to ensure a positive and constructive environment within the program or department and throughout the Agency.
- Passion and enthusiasm for the mission of Catholic Charities and its clients.
- Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record and ability to provide own transportation. Must be willing and able to travel between agency sites.
- Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa’s policies prior to start of employment.
- Bilingual (English/Spanish) preferred, but not required.
Job Analysis/Job Description Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is often required to stand, walk, travel, and stoop or bend. The employee must occasionally lift and/or move up to 50 pounds, ascend or descend ladders, stairs, scaffolding or the like, move self in different positions to accomplish tasks in various environments including tight and confined spaces, operate machinery, power tools, motor vehicles or heavy equipment. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to sit or stand for extended periods while using a computer.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent incoming telephone calls, scanners, and copiers as well as a wide range of clients or at times clients in distress contribute to a noise level of average to above average. Occasional exposure to high or low temperature, and outdoor elements such as precipitation and wind.
Equal Opportunity Statement
Catholic Charities of the Diocese of Santa Rosa is an Equal Opportunity Employer, seeking the best and brightest. Our organization does not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, marital status, membership or activity in a local human rights commission, or status with regard to public assistance. We support, educate, create opportunities for, and ensure the wellbeing of our staff for the betterment of those most in need.
CCDSR participates in E-Verify, an Internet-based system that compares information entered by an employer from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility.