Food Distribution Administrative Assistant

Summary

The Administrative Assistant’s primary responsibility is to ensure the accurate and efficient implementation of administrative and clerical activities necessary to maintain the proper day-to-day operational functions of the Food Distribution Program.

Essential Functions

• Answering phone calls from clients or potential clients in a professional manner.
• Phone interviews to determine eligibility status of a potential client and scheduling appointments.
• Entering client’s orders via phone conversation or shopping list in Integrated Food Management System (IFMS) computer program.
• Ensuring the daily/weekly/monthly reports are compiled as required by USDA-FNS and other Tribal Programs as requested.
• Cleans and maintains the warehouse inside and outside following the daily, weekly, and monthly schedule.
• Reports all warehouse repairs and maintenance needs to the manager.
• Aid clients with carrying and loading commodities into vehicles when requested or required due to client’s physical abilities.
• Aid with delivering monthly food orders to clients.
• Ability to research products or methods on-line when requested.
• Willing to learn new skills when the opportunity is granted.
• Treat recipients in a respectful non-judgmental manner.
• Maintains strict confidentiality of all client services.
• Other duties as assigned to promote the efficient and effective operation of the Food Distribution program.
• Knowledge of or willingness to learn Tribal Financial applications (Workflow, Abila) and FDP Inventory programs (IFMS).

Knowledge, Skills and Abilities

• Ability to understand and execute oral and written instructions.
• Ability to work with the general public in a courteous and helpful manner.
• Knowledge of basic math.
• Ability to work with minimum supervision.
• Basic computer skills in Microsoft Office, Excel and Outlook and Windows.
• Physical strength and ability to repetitively lift, carry and stack boxes and other bulky materials up to 50 pounds.
• Ability to contribute to a positive working environment.

Qualifications

• High School Diploma and/or GED.
• Basic typing and computer skills.
• Encouraging sobriety from alcohol and drugs for the past three years.
• No misdemeanor/felony convictions related to controlled substances, drugs, or alcohol, or any misdemeanor or felony convictions related to abuse, neglect or endangerment of a person.
• Appropriate foot protection and clothing suitable to warehouse conditions.
• Valid Driver’s License, proof of insurance, and be Tribally insurable.
• CPR / First Aid Certification (willing to obtain within six months).
• Food Handlers Card (willing to obtain within six months).
• Able to lift up to 50lbs repetitively.
• Pass a Federal Background check prior to employment due to working closely with the elderly and or disabled clients.
• No felony convictions involving dishonesty within the past five years.
• Pass an extensive background check prior to employment and every 5th consecutive year of employment thereafter according to the following: 25 CFR 12 Part 32, 25 CFR 63 Part 17, and Public Law 101-647.
• No misdemeanor or felony offenses related to abuse, Domestic Violence, neglect, or endangerment.

Working Environment and Physical Demands

• Typical work in a warehouse and office environment.
• Unloading truckloads of food, organizing and stacking inventory.
• Physical activities include bending, stooping, reaching, walking, kneeling, lifting and carrying up to 50 pounds.
• Providing a confidential environment for recipients.
• Standing for extended periods of time.
• Generating reports within the Inventory Food Management System for FDP as requested.