Child Nutrition Summer Administrative Assistant (Temporary)

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 

Greater Pittsburgh Community Food Bank delivers meals to thousands of children in Allegheny County through the Summer Food Service Program (SFSP). We combine our community-based expertise with child nutrition program expertise. We listen to our community partner’s needs and respond by connecting organizations, sharing information and resources, problem solving food access challenges, and equipping our partners to have increased capacity for feeding children. The Child Nutrition Administrative Assistant supports the administrative and programmatic work of the Food Bank as it acts as a Sponsor of the USDA and PA Department of Education (PDE) administered Summer Food Service Program (SFSP). The Assistant will be primarily responsible for answering all calls and emails from program sites, problem-solving for delivery issues and routing questions and concerns to the right staff person within the Child Nutrition team. The Assistant will provide day-to-day programmatic support to sites, support outreach efforts to increase program participation, and support the Child Nutrition Team as needed. This position is largely office based though opportunities to be out in the community are available as summer goes on. This person works as a member of a team to achieve Child Nutrition goals and to fulfill the mission of Greater Pittsburgh Community Food Bank, to leverage the power of community to achieve lasting solutions to hunger and its root causes.   

This position runs May 15, 2023-August 25, 2023

Key Responsibilities

Administrative and Team Support  

• Complete training provided by the Child Nutrition Youth Café team. 
• Assist Child Nutrition Youth Café Specialist with additional responsibilities as needed. 
• Assist with registering new food service sites and completing all onboarding process requirements 
• Collect and enter information reported from food service sites required for reimbursement (attendance, meals served, numbers enrolled) 
• Prepare and mail reporting forms and other information to food service sites 
• Communicate with food service sites regarding weekly orders, supplies, food quality concerns, delivery issues and other needs 
• Assist with placing weekly and daily food orders with contracted vendors 
• Maintain training records for food service staff training 
• Organize supplies for program operations for Child Nutrition staff 
• Assist with collection and filing of all regulatory paperwork required for compliance with USDA programs and in preparation for routine administrative reviews by the PA Department of Education 
• Support the administration of grants awarded to partner organizations, including processing check requisitions, tracking progress of the grants and collecting final reports 
• Support outreach efforts to increase program participation (e.g. distributing flyers in communities identified, helping with social media, collecting feedback from participants and their parents/caregivers) 
• Carry out additional responsibilities as determined by the Child Nutrition Youth Café Programs Manager 

Qualifications: 

• High School degree or GED required 
• Act 33 & 34 Clearances 
• Federal Criminal History Record Information (FBI Report) 
• Prior experience in an administrative support role is strongly preferred  
• Ability, experience, and willingness to respectfully work with diverse populations, including the ability to engage with and build trust among people living in under-resourced communities.   
• Possess an attitude of collaboration and teamwork for working with colleagues and a genuine joy for working with community organizations  
• Utilize high quality customer service skills including listening objectively and exhibiting calmness and helpfulness. Strong telephone skills. 
• Strong problem-solving skills  
• Demonstrate strong organization and time management skills, including the ability to multi-task, prioritize workload, meet goals, and follow through on tasks. Great attention to detail and accuracy 
• Excellent written and verbal communication skills  
• Possess mid-level computer skills, including email communication, updating spreadsheets, and scanning/printing reports as well as comfort with learning and training others on new technology  
• Must possess a vehicle and valid Pennsylvania Driver’s license OR possess a license and be willing to drive a Food Bank vehicle. Work travel is reimbursed at the federal reimbursement rate. 
• Must be willing to work in person, five days per week, 8:00 am-4:30 pm (including 30-minute optional unpaid lunch break), with no more than five personal days off (unpaid). Due to demands of annual start-up, personal days off cannot be used without prior approval during the period of May 22-June 26. The Food Bank is closed May 29, June 19 and July 4. 
• Able to lift 25 pounds without assistance 

 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.