Administrative Assistant

Job description

About us

The Flagstaff Family Food Center: Food Bank & Kitchen provides hope to Flagstaff families by providing hunger relief through our 12 hunger relief programs.

For 30 years, we have rescued food from local sources, coordinated incredible volunteers to prepare, serve and distribute food, and maintained a safe community gathering place for sharing meals.

Through our various food programs, we serve over 2,000 people daily throughout Northern Arizona.

Job Purpose:

Promote our mission of Neighbors Feeding Neighbors Every Day by supporting the following areas of operation: implementation of administrative systems, human resources/personnel, benefits administration, positive interactions with clients, staff, volunteers and general public, maintaining office health and safety standards. The Administrative Assistant will ensure a well-managed, well-maintained office by placing maximum emphasis on healthy, open communications. The Administrative Assistant will work closely with the CEO and leadership team to coordinate both internal and external meetings. A key element of this position is maintaining a positive and respectful response to the needs of the clients, volunteers, and staff.

Qualifications and Education Requirements:

This position requires a high school diploma and five years of related experience. Three years of human resource experience is preferred.

Preferred Skills:

Positive Interpersonal Communication, Strong Written and Verbal Communication, Goal-Setting and Planning, Fostering Teamwork, Providing Supportive Feedback, Customer Service, Developing Budgets, and Multi-Tasking. Individual must be self-motivated and high-energy.

Key Responsibilities:

1) Serve as an agency ambassador to donors, volunteers, clients, and the community of Flagstaff. At all times provides a favorable image of the organization to promote our programs.

2) Assist the CEO with daily responsibilities including with human resource tasks, business letters and other correspondence, compiling materials for meetings and presentations, and maintaining staffing schedules to ensure coverage where needed.

3) Answer phones, greet walk-in clients and community members, and make resource referrals when needed. Conduct agency business efficiently, providing a model of excellent customer service in all activities.

4) Update financial information and donor records, generate and mail thank-you letters. Input in-kind donations and other key data into the Bloomerang Customer Resource Management (CRM) system in a timely and accurate manner.

5) Organize, scan, file and submit credit card expense forms, and other financial documents to the Bookkeeper/Accountant for budget preparations, financial reports and spreadsheets as needed.

7) Maintain the functioning of the administrative office, coordinate maintenance on the buildings and equipment, order supplies, and maintain vendor accounts.

8) Maintain and update employee files, process new hire paperwork, conduct background checks, manage employee benefits and schedule employee evaluations. Respond to employee inquiries on compensation and follow up with Payroll Company as needed to assist staff.

9) Create and conduct employee orientations including (a) conveying the mission and history of the organization, (b) employee training system, and (c) review of the Employee Handbook for employee signature.

10) Safeguard confidential records of the organization by establishing and monitoring security procedures and protocols, by properly filing documents, and by disposing of old records appropriately.

11) Assist staff with purchase requests, ensuring requests are appropriately detailed.

13) Maintain professional and technical knowledge by attending workshops and trainings; network with other nonprofit professionals at community meetings.

14) Ensure a safe working and client environment in the office to reduce the risk of injury and accidents. Complete incident reports promptly in the event that a client, volunteer or employee is injured.

15) Contribute to administrative team efforts by collaborating on emerging projects and actively supporting staff and volunteers as they carry out their daily activities.

16) Maintains a favorable working relationship with all company employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity and efficiency/effectiveness.

17) Complete job responsibilities and performance objectives in a timely and effective manner and in accordance with organizational policies and procedures.

18) All other duties as assigned to complete our mission.

Skills and Proficiencies:

1. Willingness to learn all aspects of the organization, and to engage in continuous self-improvement.

2. Strong ability to work as both a member of a team and independently on time-sensitive projects.

3. Excellent time management, multi-tasking, scheduling, and prioritization of tasks.

4. Strong ability in writing and composition, especially in regard to administrative documents, reports, and manuals.

5. Knowledge of 501(c)3 organizations and the general nonprofit working environment.

6. Knowledge of basic accounting and budgeting principles and how they apply to a nonprofit corporation.

7. Expertise with Microsoft Office Suite and Google Suite. Experience with Salesforce, Bloomerang and Link2Feed a plus.

8. Ability to use common office equipment, such as multi-line phones, Windows OS computers, fax machines, copiers, scanners, etc.

9. Experience with filing, maintaining employee files, and managing records.

10. Familiarity with creating spreadsheets to track processes including staff development, events and other important organization processes as needed.

11. Proficiency in data input as well as ability to monitor/oversee the records input of other staff.

General Working Conditions:

1. Long periods of time may be spent sitting at a computer, working on projects, with occasional lifting and carrying of food boxes up to 40 pounds.

2. Occasional warehouse work, such as food distribution where needed, lifting boxes, or sorting food.

3. Frequent interruptions by walk-in traffic.

Job Type: Full-time

Salary: $45,000.00 - $47,000.00 per year

Benefits:

• Health Insurance
• Vision and Dental Insurance
• Life Insurance
• 401K after one year of employment
• Paid time off
• Professional Development