Westside Food Bank is seeking an Administrative Assistant!
Are you organized, detail-oriented, and computer savvy?
Are you looking to provide excellent customer service and administrative support?
Is your writing clear and concise, while conveying the necessary details?
Do you love to learn and embrace professional growth?
Do you want to improve the well-being of local people in need?
Are you ready to apply your talent and skills to an organization with a 44-year history and a solid financial foundation?
General Job Description
Westside Food Bank, a non-profit social service organization, is seeking a full-time Administrative Assistant. WSFB distributes more than 5 million pounds of food yearly to over 55 social service agencies and is expanding services with the increase in local need. The Administrative Assistant is part of the office staff and will support Westside Food Bank’s Chief Operating Officer and the warehouse and operations teams. This position requires work to be performed onsite at Westside Food Bank’s office and is not a remote or hybrid position.
In addition, candidates should be interested in learning more or specializing in at least one of the following focus areas:
Information technology
Human resources
Policies and procedures
The Administrative Assistant reports to the Chief Operating Officer and works cooperatively with both warehouse and office staff.
Roles and Responsibilities
Greets and directs visitors to the food bank in a professional manner
Answers telephone calls and directs calls to the appropriate staff member in a professional manner
Assists with opening incoming mail and ensures that mail is appropriately routed to staff
Prepares and edits correspondence, forms, reports, and documents
Assists with collection of credit card expense reports, bills of lading, and other documents from staff
Assists with preparing Excel spreadsheets and reports
Assists with generating routine reports using inventory management system
Schedules, attends, and takes notes for meetings and assists with follow-up
Coordinates organization-wide events and staff meetings
Maintains the organization’s operations manual/wiki for current operating policies and procedures
Researches and compiles information regarding new developments in compliance and human resources to support implementation by management
Assists with tracking projects using project management system
Scans documents and performs appropriate data entry into document management system
Maintains filing system for organizational records
Maintains inventory of office supplies and orders new supplies as needed
Assists in the preparation of signs, posters, handouts, flyers, etc.
Assists with printing materials to support warehouse and office staff
Assists with running errands for operations team
Provides basic IT support to staff
Performs other administrative tasks as assigned by supervisor
Qualifications
Excellent interpersonal and communication skills, both written and verbal
Organized self-starter – ability to prioritize work based on deadlines and manage multiple projects at once without constant supervision
Ability to handle confidential and sensitive information with discretion
Ability to write clearly and concisely
Ability to follow procedures to manage information
Superb attention to detail
Excellent computer skills and ability to learn new programs
Proficiency with Windows Operating System, Microsoft Office, Slack, Adobe Acrobat, Zoom, Google Suite etc.
Familiarity with Confluence wiki and Jira project management system a plus
Ability to use databases, document management systems, project management tools and wiki
Ability to use Photoshop, Tableau and other data tools a plus
Bilingual Spanish (speak/read/write) a plus
At least 3 years of relevant work experience
Driver’s license and access to a vehicle a plus
Compensation & Benefits
This is a full-time, non-exempt position at 40 hours per week, with salary of $28/hr.
Position is onsite at Westside Food Bank’s office with a work schedule of Monday through Friday, 9am to 5pm. Some flexibility is available for start/end times but candidates must be available to work onsite to support other team members who are working onsite full-time.
Occasional evenings and weekends (up to 10 per year) may be required
Mileage will be reimbursed for travel
Generous benefits package:
o Medical (Kaiser HMO): Premiums fully covered by WSFB for the employee. Dependent coverage is available, employee pays 2% of their wages for coverage and WSFB pays the rest.
o Dental (Delta Dental PPO): Premiums fully covered by WSFB for the employee. Dependent coverage is available at 25% of the premium cost.
o 4% Safe Harbor 401k Match with immediate vesting
o Paid time off: 12 sick days per year, 10 holidays plus winter holiday closure, 10 vacation days in the first year of employment (increases per year, up to a maximum of 25 days at the seventh year of employment)
o Pre-tax Flexible Spending Account (FSA) available, with employer contribution to medical
o Life, AD&D and Long-Term Disability Insurance, paid for by WSFB
o Professional development opportunities, paid for by WSFB
How to Apply
Send resume and brief cover letter via e-mail. Resumes without a cover letter will not be considered.
Applications will be reviewed starting October 6th, and prospective candidates will be contacted directly; please, no calls.
Westside Food Bank is an equal opportunity employer committed to fostering an inclusive environment. We welcome candidates of all backgrounds and will not discriminate against any individual based on race, color, sex, pregnancy, national origin, age, religion, marital status, sexual orientation, gender identity, gender expression, military or veteran status, disability, or any factors prohibited by applicable law.
