Administrative Assistant

Job Summary

Under the supervision of the Eastern Idaho Regional Director, the Administrative Assistant provides exceptional customer service and administrative support for The Idaho Foodbank's Eastern Idaho operations. This position serves as a key support resource for staff, volunteers, donors, community partners, and visitors by coordinating office operations, maintaining organizational records and databases, supporting donor and constituent management through Raiser’s Edge NXT, and assisting with the planning and execution of fundraising, community engagement, volunteer, and outreach events. The Administrative Assistant helps ensure the efficient operation of the Eastern Idaho branch while advancing The Idaho Foodbank's mission through strong organizational support, community engagement, and relationship management.

Knowledge, Skills and Abilities Required

• High-School diploma or GED equivalent with 2 years of experience in the field or in related areas.
• Excellent customer service and ability to work and communicate with people from all backgrounds.
• Excellent verbal, written, and telephone communication skills.
• Professional, positive, enthusiastic demeanor: flexible, proactive, confident, resourceful, and efficient.
• High organizational skills and attention to detail.
• Proven competencies in Microsoft Office products, including Internet, Word, Excel, Outlook, PowerPoint, and standard office equipment, including a multiline phone system.
• Experience in data collection, entry, and analysis.
• Ability to make presentations and develop reports that include data and technical information.
• Must be a strong independent worker as well as be able to work as part of a team.
• Must be willing to accept new responsibilities and assignments.
• Commitment to a culture of diversity and equality and to the organizational mission to end hunger.
• Flexible schedule and some weekends required.

Principle Duties and Responsibilities

• Greet the public in a professional manner with proper telephone etiquette and personal greetings; provide excellent customer service in representing The Idaho Foodbank as first point of contact.
• Announce and direct visitors, clients, and guests.
• Receive donations of food and money from walk-in donors.
• Assure tidiness and professional appearance of desk area, lobby, conference room and other common areas.
• Ensure knowledge of staff whereabouts and maintain accurate and complete sign-in/sign-out procedures for staff, vendors, and volunteers.
• Distribute mail and assist with mail preparation and delivery.
• Assist neighbors who need food assistance with Emergency Food Bags and community resources.
• Commit to upholding policies, principles and best practices for food safety.
• Assist in verifying food safety standards are met for products and packaging materials through visual inspection, product handling and temperature monitoring when applicable.
• Understand the personal responsibility to follow all safety policies and health rules, programs and procedures, to report all unsafe acts, environment or behaviors immediately and to always report safety issues, incidents or accidents immediately.
• Ensure all required documentation necessary for compliance to occupational safety, food safety standards and regulatory requirements is complete, accurate and current.
• Ensure cleaning records are accurate, complete and current.
• Verify accuracy of inventory control by spot checking completed documents.
• Maintain accurate, organized, and current files for all branch operations.
• Prepare paperwork for mobile pantries quarterly and communicate changes due to holidays.
• Complete monthly people served counts and reports for all mobile pantries in Eastern Idaho.
• Conduct, complete, and track annual Civil rights training for mobile pantries and community partners.
• Communicate reporting deadlines to community partners, mobile pantries, and schools in a clear, kind, and efficient manner.
• Track reporting compliance for community partners, mobile pantries, and schools.