Administrative Assistant (Food Pantry)

Summary: Under the supervision of the Director of the Older Adult Services program, the candidate will manage both the administrative and food service functions of the program. The candidate will also be responsible for the maintenance of a well-organized and professional work environment within the Older Adult Services Program and Administration.

Essential Duties & Responsibilities:

Core duties and responsibilities include the following. Other duties may be assigned.

 Maintaining an organized manner through the Plentiful system.

• Managing data input and monitoring in various databases and portals, ensuring complete and accurate weekly, monthly, and quarterly reports.
• Maintaining compliance and regulations set forth by various city, state, and federal agencies including the Department For The Aging, S.T.A.R.S. program, Food Bank of NYC, Elmcor, FDNY, Department of Buildings, and Department of Health & Mental Hygiene.
• Ensuring participants' safety and reporting potential unsafe conditions to Building maintenance, Assistant Director and Director immediately.
• Ordering and maintaining proper and accurate inventory of food and office supplies, anticipating needed supplies and verifying receipt of supplies.
• Providing community service assistance and coordinating nutrition, and health promotion activities for participants.
• Keeping informed and maintaining a display of benefits and resources of information on bulletin boards and/or designated areas.
• Developing and utilizing filing and retrieval systems for historical reference and securing information by completing database backups.
• Conserving management’s time by reading, researching, routing correspondence, drafting letters and documents, collecting and analyzing information, initiating telecommunications, and maintaining appointment schedules.
• Welcoming guests and customers by greeting them, in person or on the telephone; answering or directing inquiries while maintaining customer confidence and protecting operations by keeping information confidential.
• Identifying and resolving problems in a timely manner and developing alternative solutions with the Assistant Director and/or Director where needed.
• Working with the Assistant Director and/or Director in program planning and development and contributing to team effort by accomplishing related results as needed.
• Ensuring operation of equipment by completing preventive maintenance requirements, troubleshooting malfunctions, and maintaining equipment inventories.
• Carrying out supervisory responsibilities of volunteers in accordance with the organization’s policies and applicable laws.
• Be able to lift up to 50 lbs for periods of time.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or experience:

Associate's Degree in a related field with 2 years of program management or a high school diploma along with at least 5 years of administrative work experience (Associate's Degree preferred).

• Must receive/obtain First Aid, CPR, AED, and Food Safety Training.
• Excellent organizational, verbal and written communications, and computer skills, including proficiency in database management.
• Bilingual (English/Spanish) is preferred but not required.

Supervisory Responsibilities:

 Directly supervise the all volunteers in the Food Pantry services department, carrying out supervisory responsibilities in accordance with the organization’s policies and applicable laws.