Senior Office Assistant - LPAC

City of Lancaster (CA); Lancaster (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

The City of Lancaster (CA) seeks a qualified Grant and Board Administrator to support the Lancaster Performing Arts Center Foundation and its Board of Directors. You will handle board materials, grants, donor records, fundraising initiatives, and event coordination.

Key duties include preparing meeting materials, researching funding opportunities, managing records, supporting grant applications, coordinating fundraising campaigns, and drafting communications.

Qualifications

• Strong written and verbal communications skills.
• Ability to organize, summarize, and research information.
• Excellent organizational skills with attention to detail.
• Ability to manage multiple projects and deadlines.
• Proficiency with standard office software, spreadsheets, databases, and online systems.
• Ability to maintain confidential information and work independently.

Responsibilities

• Prepare and distribute Board and committee materials, including agendas and minutes.
• Maintain records for Board activities, grants, donors, sponsors, revenues, and expenses.
• Research grant opportunities and prospective sponsors.
• Assist with grant applications, reporting, and administration.
• Support fundraising campaigns and sponsor communications.
• Plan fundraising events, receptions, and auctions, including vendor coordination.
• Draft correspondence, reports, and promotional materials.
• Serve as contact for Board members, donors, vendors, volunteers, staff, and the public.
• Attend occasional evening or weekend meetings and events.
• Perform other related duties as assigned.

Skills

Strong communication

Research and summarization

Organization

Project management

Office software

Confidentiality

Independent work

Stakeholder relations

Education

College coursework in business

Nonprofit management

Communications

Marketing

Event management

Arts administration

Tools

Databases

Online systems

Office software

Job description

Provides administrative, fundraising, grant, and event support for the Lancaster Performing Arts Center Foundation and its Board of Directors. Assists with Board administration, grant activities, donor and sponsor records, fundraising initiatives, and special events.

Duties may include, but are not limited to, the following:

• Prepare and distribute Board and committee meeting materials, including agendas, minutes,
  financial reports, and supporting documents.


• Maintain organized records and tracking systems for Board activities, grants, donors, sponsors,
  vendors, pledges, revenues, and expenses.


• Research grant opportunities, prospective sponsors, and other funding sources.


• Assist with grant applications, proposals, supporting documentation, reporting, and
  administration.


• Support fundraising campaigns and sponsorship programs, including donor communications,
  acknowledgments, and sponsor benefit fulfillment.


• Plan and coordinate fundraising events, receptions, and auctions, including vendors,
  invitations, registration, guest lists, volunteers, and auction items.


• Draft and format correspondence, reports, presentations, and promotional or fundraising
  materials.


• Serve as a professional point of contact for Board members, donors, sponsors, vendors,
  volunteers, staff, and the public, and handle incoming communications.


• Attend occasional evening or weekend meetings and events as assigned.


• Perform general administrative and other related duties as assigned.

The duties listed above are not intended to be all-inclusive. An employee may also perform other related duties as assigned by their immediate supervisor. This position is considered (non-exempt or exempt.)

Required Skills:

• Strong written and verbal communication skills.


• Ability to research, organize, and summarize information.


• Strong organizational skills, attention to detail, and follow-through.


• Ability to manage multiple projects, priorities, and deadlines.


• Proficiency with standard office software, spreadsheets, databases, and online systems.


• Ability to maintain accurate records and protect confidential information.


• Ability to work independently and collaboratively.


• Ability to deal tactfully and effectively with staff, Board members, donors, sponsors, vendors,
  volunteers, and the public.

Education and Experience:

• Any equivalent combination of education and experience that provides the knowledge, skills, and
  abilities necessary for acceptable job performance.


• College coursework in business, nonprofit management, communications, marketing, event
  management, arts administration, or a related field is desirable.


• Administrative experience involving fundraising, grant support, event coordination, database
  management, or nonprofit organizations is desirable.

Core Competencies:

• Problem Solving – Analytically and logically evaluating information


• Learning Agility – Seeking learning opportunities and applying the lessons to work


• Handling Stress – Maintaining emotional stability and self-control under pressure, challenge, or adversity


• Professional Integrity & Ethics – Displaying honesty, adherence to principles, and personal accountability


• Safety Focus – Showing Vigilance and care in identifying and addressing health risks and safety hazards


• Customer Focus – Attending to the Needs and expectations of customers


• Informing – Proactively obtaining and sharing information


• Teamwork – Collaborating with others to achieve shared goals


• Valuing Diversity – Appreciating the benefits of varied backgrounds and cultures in the workplace


• Allocating Resources – Prioritizing the use of fiscal and material resources to maximize organizational effectiveness

Guiding Principles

1. Put people first.


2. Be visionary.


3. Be an ambassador for Lancaster.


4. Be Fiscally Responsible.


5. Be Creative.


6. Always Improving.


7. Be Adaptable and Resilient.

Essential Physical Requirements:

• Ascend/Descend stairs/ladders/balance (moderate)


• Position self to bend or twist (frequent)


• To move, transport, position items up to 15 lbs. (frequent)


• Exposed to outdoor weather conditions (infrequent)


• Operate Equipment (none)


• Stationary or squatting position (frequent)

Environmental Factors:

• Work under time pressure (moderate to frequent)


• Interruptions (frequent)

Essential Cognitive Functions:

• Analyze (continuous)


• Computations (frequent)


• Generate Written Work Product (moderate)


• Independent Problem Solving (continuous)


• Interruptions (frequent)


• Maintain Positive Public Relations (continuous)


• Organize (frequent)

Disaster Service Worker:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

The City of Lancaster will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the City of Lancaster is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting www.dfeh.ca.gov/fair-chance-act/.