Administrative Associate

Description:

Position Purpose:

This position is the face of the organization; providing customer service and front desk reception for the main office: answering and directing incoming calls, welcoming and directing all visitors. This position interacts frequently with participants, donors, community partners, volunteers, and staff members in the daily operations of the Foodbank. Confidentiality and emotional intelligence are essential. Working closely with the Director of Administration and the Admin/Equity, People & Culture Team, this position supports supervisors and staff in a number of Administrative and EPeC related areas. The ability to multi-task in a busy environment, while managing administrative priorities is essential in this position. The ideal candidate for this job is adaptable, resourceful, and a good problem solver. It is the responsibility of this position to perform a variety of administrative tasks. This position is responsible for providing the highest level of service possible to our colleagues, volunteers, participants, and community.

Position Details

This position is an hourly position with the pay set at $25 (approx. $52,000 annually) The position will be a full time and in person position based out of the Barre office. To be considered, please submit both a resume and cover letter with your application.

Building equity and racial justice into Vermont Foodbank’s organizational practices is everyone’s responsibility, and it requires the commitment and collaboration of every employee and team. Therefore, everyone is expected to honor diversity, contribute to an inclusive organizational culture, and leverage their own personal agency and scope of influence to center equity.

Requirements:

Essential Functions and Responsibilities:

• Contribute to a culture that enables the organization and our people to be successful.
• Performing reception duties for the Barre Main Office: Answering and directing incoming calls, greeting, and directing visitors.
• Maintain cleanliness of lobby area and volunteer check-in station.
• Maintain cleanliness and order in supply room.
• Maintain Foodbank correspondence - sort, distribute and post daily mail. Process all in-coming and outgoing UPS, DHL and Federal Express packages.
• Maintain postage machine to include postage updates, monthly department expenditure reports, routine maintenance, and place trouble calls for assistance when required.
• Maintain, purchase and order inventory for kitchen supplies, coffee, condiments, flat ware and cleaning products.
• Order and maintain office supplies for the organization. Compare vendor pricing to ensure best price.
• Perform a variety of administrative functions for the organization including minute-taking, meeting coordination, data entry, printing and preparation of mailings, coordination of training materials to our partners, etc.
• Create surveys, process responses, and present in a format that allows staff to analyze results.
• Order supplies and clothing for all departments.
• Support EPeC Team by assisting with EpeC tasks as assigned by team members.
• Assists in organizing and planning meetings, events, and learning opportunities, including helping locate venues, catering, setup/breakdown, and including supporting online venues. Takes the lead in celebrations such as birthday recognitions and work anniversaries.
• Positively contribute to an organizational culture of safe and secure food handling, warehousing, and distribution
• The Foodbank relies on volunteers every day to fulfill our mission. All Foodbank employees must support our culture of philanthropy by treating every volunteer with appreciation and respect
• This position is regularly exposed to organization-wide confidential information: including but not limited to financial, personnel, volunteer and vendor. A high degree of confidentiality and discretion is required.
• In instances of a federal, state or locally declared emergency, Vermont Foodbank is typically considered an essential service and emergency responder; all of its employees may be called in to perform regular or emergent duties.

Other Functions:

• Any other duties as assigned by the Director of Administration.
• Participate as a valued member of the EPeC team by attending team meetings and helping where needed, as assigned.
• Assist with other projects and committees as time permits. Priorities and focus vary and change throughout the year.

Skills/Qualifications:

The requirements listed below are representative of the education, experience, knowledge, skills, and/or abilities an individual needs in order to perform this job successfully.

Education and/or Experience:

• Three to Five years of experience and/or education gained in business, administration, HR, or related field.
• Strong customer service orientation and phone contact experience required.

Other Skills and Abilities:

• Emotional intelligence, particularly the ability to bounce back from challenging interactions that occur in customer service roles.
• Demonstrated organizational skills and demonstrated ability to manage conflicting priorities.
• Ability to prioritize and deliver results, giving attention to detail even under high pressure situations.
• Good communication skills using a variety of resources (e-mail, social media, in-person, etc.)
• Ability to work with minimum supervision.

Language Skills:

• Proficient oral, written, and presentation skills

Technical/Computer Skills:

• Computer Proficiency in the Microsoft © Office Suite (Excel, PowerPoint, Word, Outlook and Teams) is required.
• Ability to learn emerging technologies quickly is required.

Certifications/Licenses/Registrations:

• A valid Vermont Driver’s License.
• 3-year motor vehicle report (MVR) showing a clean driving record

What types of administrative or budgetary responsibilities are required in this position? n/a