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Administrative Assistant

3 months ago

Whittier, United States Los Angeles Regional Food Bank Full time
Job DescriptionJob Description

POSITION: Administrative Assistant

SUPERVISOR: Director of Compliance & Administration

STATUS: Hourly/Non-Exempt


PAY RANGE: $22.00 - $24.00 Hourly

The base pay offered will consider internal equity and may vary based on the candidate’s job-related knowledge, skills, experience, and other factors.



LOS ANGELES REGIONAL FOOD BANK

The mission of the Food Bank is to mobilize resources to fight hunger in our community. To fulfill our mission, we source and acquire nutritious food and other products and distribute them to people experiencing nutrition insecurity through our partner agency network and directly through programs; energize the community to get involved and support hunger relief; and conduct hunger and nutrition education and awareness campaigns and advocate for public policies that benefit the people we serve. Food Bank employees are hired because of their unique skills, diverse perspective, and their commitment to our mission. This means that each of us, working together, will do all that we can to fulfill our vision that no one goes hungry in Los Angeles County. Our core values include: Respect, Stewardship & Accountability, Collaboration, Urgency, Service, Integrity and Diversity. Our organization is committed to maintaining a positive and engaging workplace for all employees.


ESSENTIAL FUNCTIONS

The Administrative Assistant plays a critical role in supporting seamless operations across departments and is primarily responsible for front desk duties. Responsibilities include coordinating communications and workflow, preparing documents and meeting materials for department heads, managing phone inquiries, processing outgoing mail, tracking departmental expenses, and assisting with meeting logistics.


WHAT YOU’LL DO

Administrative Support: Assist with phone calls to agencies and external partners, ensuring accurate information capture and maintenance. Relay messages, transfer calls, and provide general Food Bank information to callers and visitors. Supports other Front Desk Administrative Assistants with processing outgoing mail for all departments using a mail sorter. Track departmental postage usage, prepare monthly usage reports, sort and deliver incoming mail, and manage daily faxes. Place orders for office supplies and business cards, and prepare presentations for various departments as assigned. Provide clerical support such as scanning, copying, sorting, and filing. Assist with meeting preparations including room arrangements, food ordering, and materials. Oversee guest arrivals with Facility Attendants and security staff, manage check-in procedures, distribute visitor badges, ensure visitors acknowledge and adhere to safety procedures before entering the facilities, and keep the visitor log updated.


Office Management and Communication: Coordinate workflow between departments, ensuring proactive communication and timely updates. Conduct follow-up calls with agencies to complete missing surveys, schedules, and monthly reports. Work with a number of department heads to assist with the preparation and implementation of procedures, document control, and coordination of communication as needed. Assist with pantry referral calls as needed. Track and process purchase orders, reconcile budgets, sort incoming checks, and calculate daily receipts for Accounting. Collaborate with the Finance team to process invoices and check requests. Schedule FedEx or UPS shipments, ensure timely parcel retrieval and notify the Director of Compliance & Administration of any backlog.


QUALIFICATIONS

  • Two or more years of administrative assistant experience in distribution, food distribution, or nonprofit organization is required; or a combination of education and experience.

  • Able to manage and handle a high volume of phone calls efficiently and effectively, maintaining professionalism and quality of service throughout each interaction.

  • Fluency in both English and Spanish is required.

  • Two or more years of vocational or college-level education are highly desired

  • Available to work Monday through Friday from 8:00 am to 5:00 pm. Schedule is subject to change based on business needs. Provide support to facilities in Los Angeles and City of Industry as needed.

  • Proficient knowledge of Google Suite and Microsoft Office, particularly Excel. Experience or knowledge of accounting principles is preferred.

  • Demonstrates professional, respectful, and courteous conduct in all interactions. Collaborates effectively with others toward common goals, presenting a professional demeanor.

  • Communicates accurately, honestly, supportively, and promptly with department and interdepartmental team members. Demonstrates strong planning, time management, and interpersonal skills.

  • Self-starter who can work with minimum supervision. Works effectively under pressure to meet established goals and objectives.

  • Possesses strong problem-solving and organizational abilities. Actively participates in departmental operations and engages in performance improvement activities.

  • Demonstrates personal integrity, exceptional problem-solving, and organizational abilities. Participates in operational aspects of the department, and maintains/participates in continuous improvement activities within the department.

  • Valid CA Driver’s License and access to a reliable and insured vehicle. Required to travel within Los Angeles County. May be scheduled to work at either facility in Los Angeles, CA, or the City of Industry, CA

  • May need to commute between Food Bank facilities in Los Angeles, CA, or the City of Industry, CA

  • Passion for the Food Bank’s mission and commitment to the seven values of the organization: respect, stewardship & accountability, collaboration, urgency, service, integrity, and diversity.


BENEFITS

We offer a comprehensive benefits package:

  • Medical: Employee HMO coverage as little as $10 per paycheck and access to Nonstop Health funds

  • Dental: Employee HMO coverage available at no cost

  • Vision: Comprehensive vision insurance with generous allowances for examinations and material costs

  • Flexible Spending Accounts

  • Employer-paid Life Insurance and Long-Term Disability

  • Optional Long-Term Care Insurance

  • 403(b) retirement savings plan with employer match

  • Employee Assistance Program (EAP) with expanded Mental Health

  • Employee recognition programs

  • Growth & career development support for professional certifications and additional training resources

  • Vacation: Two weeks annually for the first three years

  • Holiday: Nine paid holidays; eligible upon date of hire

  • Sick Leave Time available


As a part of the Food Bank’s pre-employment screening process, all potential employees are subject to a Criminal Background Check.

In instances of a federal, state or locally declared emergency, Los Angeles Regional Food Bank is typically considered an essential service and emergency responder; all of its employees may be called in to perform regular or emergent duties.

The Los Angeles Regional Food Bank is proud to be an “Equal Opportunity Employer.” Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. The Food Bank fosters an organizational culture where ideas and decisions from all people help us grow, innovate, and serve in a rapidly changing world. We strongly encourage people from underrepresented groups to apply.