At Greater Pittsburgh Community Food Bank, we're committed to diversity, equity, and inclusion. Our organization grows and succeeds when all members of the community, where we live and serve, have a seat at the table to help us ensure all of our neighbors have enough to eat. We invite candidates from all diverse backgrounds, including but not limited to race, gender, sexual orientation, abilities, etc., to join our team.

Job Summary

Provide administrative and programmatic support, primarily to the Programs Department leadership and secondarily to the Food Bank’s on-site pantry team. The position works with many functions of the organization and plays a critical role in ensuring timely execution of activities and providing direct service to the community with dignity and respect. The Programs Assistant will support the Programs leadership team with a variety of administrative duties and work with the on-site pantry team to provide food assistance. This includes, but is not limited to, interacting with guests and volunteers, maintaining online inventory, placing orders, creating and maintaining service records, as well as entering data and building programmatic reports.

Key Responsibilities

Program Department Leadership

  • Support administrative needs of Programs leaders, performing duties such as managing calendars and email messages, processing mail, ordering supplies, preparing and handling purchase orders, creating, organizing and maintaining department files (databases, spreadsheets, documents), word processing, composing and completing correspondence, managing phone calls and messages, making travel arrangements and coordinating the completion of expense reports as needed.
  • Coordinate scheduling meetings, to include date selection, securing locations (on-site and off-site), sending invitations, and preparing agendas and materials.
  • Develop presentations using Microsoft Office applications and other presentation software as required.
  • Record and transcribe minutes if needed.
  • Assist with the preparation of specified Programs reports and handling of Programs data and statistics.
  • Prepare other reports as needed.

On-Site Food Pantry

  • Provide food assistance to neighbors in need with dignity and respect. This includes every aspect of pantry service such as conducting intake, surveying guests about product needs and maintaining an up-to-date list of those items, developing and sending various communications and assisting guests.
  • Support pantry team with current online ordering system operations. This may include, but is not limited to, taking pictures of product, entering inventory, printing orders and following up with guests.
  • Register guests and collect data needed for programmatic participation.
  • Confirm appointments and attendance at workshops and events. Conduct post-participation follow up as required.
  • Confirm volunteer participation to ensure there is an appropriate amount for each shift.
  • Perform administrative duties for locker system, a way that shoppers can order product online and pick it up at scheduled times.
  • Assist pantry team with inventory management. This may include, but is not limited to, checking expiration dates, rotating stock and restocking, spotlighting items close to code date and ordering product.
  • Provide information and referrals to other social services for which guests may be eligible, one of which is the Food Bank’s in-house SNAP application assistance.
  • Assist with timely and appropriate follow-up.
  • Stay current with required food safety training and certifications.

Organization Support

  • Participate in direct-service activities and programmatic events where Food Bank representation is requested or needed, some of which occur after office hours.
  • Attend evening and weekend meetings as needed.
  • Provide backup coverage at the Food Bank’s front desk and pantry welcome desk as requested.

Qualifications:

  • A minimum of three years administrative assistant duties reporting to more than one supervisor and working across multiple teams.
  • Excellent proficiency with Microsoft Word, Excel and PowerPoint.
  • Must demonstrate integrity with confidential information.
  • Must be willing to learn food bank specific technology, i.e., food inventory computer system, computerized record-keeping system(s). Experience using any type of computerized inventory software is a plus.
  • Excellent organizational, written, verbal, and telephone skills.
  • Great attention to detail with an emphasis on accuracy.
  • Proven ability to successfully handle multiple projects, prioritize workload and meet critical deadlines.
  • Ability to work strategically, collaboratively, respectfully and effectively with staff across many departments.
  • Ability to lift up to 40 pounds as needed when assisting Programs’ teams.
  • Exceptional customer service skills. Display ease and comfort with people of different backgrounds, abilities, opinions and perceptions.
  • Must possess a valid Pennsylvania Driver’s license. Work travel, if required, is reimbursed at the federal reimbursement rate.

Certificates

  • PA State Police Background clearance, PA Child Abuse History Clearance, Federal Criminal History Record Information (FBI Report).

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all responsibilities, duties, and qualifications required of employees assigned to this job

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