Administrative Specialist

POSITION: Administrative Specialist

SUPERVISOR: Director of Compliance & Administration

STATUS: Hourly/Non-Exempt, Full Time

PAY RANGE: $25.00 - $30.00 per hour

Location: Los Angeles (10 minutes south of I-10 fwy. at Alameda)

Alternate Location: City of Industry (60 & 605 fwys.)

COMPANY

The mission of the Food Bank is to mobilize resources to fight hunger in our community. To fulfill our mission, we source and acquire nutritious food and other products and distribute them to people experiencing nutrition insecurity through our partner agency network and directly through programs; energize the community to get involved and support hunger relief; and conduct hunger and nutrition education and awareness campaigns and advocate for public policies that benefit the people we serve. Food Bank employees are hired because of their unique skills, diverse perspective, and their commitment to our mission. This means that each of us, working together, will do all that we can to fulfill our vision that no one goes hungry in Los Angeles County. Our core values include: Respect, Stewardship & Accountability, Collaboration, Urgency, Service, Integrity and Diversity. Our organization is committed to maintaining a positive and engaging workplace for all employees.

WHAT YOU’LL DO

Administrative Support: Provides ongoing administrative support for various departments, including Program Coordinators and Health Educators, and assists with other general office duties and projects as assigned. Serves as the primary back-up to and supports Front Desk Administrative Assistant with screening incoming calls, processing outgoing mail for all departments using the mail sorter; tracking postage used by each department and tabulates monthly usage report; sorting and delivering incoming mail to designated departments; checking faxes received daily and ensuring proper placement and delivery of same. Works closely with the Accounting team to process invoices, check requests, etc.

Program Coordination: Works with Nutrition Services, the Sr. Financial Analyst, and the Compliance and Administration Department to provide administrative and programmatic support for county grants and contracts, assisting the Nutrition Services Department as necessary to ensure that program activities/services are compliant with the scope of work/integrated work plan and all pertinent regulations. Completes weekly PEARS (Program Evaluation and Reporting System) and SharePoint data entry and monthly reporting and documentation for programmatic auditing as required. Communicates with appropriate staff to ensure accurate and timely processing and issuance of required documentation. Assembles and prepares material for processing and/or distribution. Orders, purchases, and tracks inventory of program materials, supplies, and equipment. Coordinates flow of work between departments, ensuring proactive and timely communication and updates are provided. Works with the Sr. Financial Analyst and other departments to ensure grant and county contract documents and files for invoice and audit trails are properly prepared, signed and approved. Handles follow-up phone calls with agency and other partners to close out on missing surveys, schedules, TEFAP and other monthly reports, etc. Assists with pantry referral calls as needed.

QUALIFICATIONS

• Proficient knowledge of Google Suite and Excel; experience or knowledge of accounting principles preferred.

• Two or more years of vocational or college-level education highly desired; three or more years of administrative assistant experience in distribution, food distribution, or nonprofit organization strongly preferred; or combination of education and experience.

• Conducts self in a professional, respectful and courteous manner during all interactions. Works effectively and collaboratively with others toward common goals.

• Communicates accurately, honestly, supportively and in a timely manner with department and interdepartmental team members. Demonstrates strong planning, time management and interpersonal skills.

• Self-starter who is able to work with minimum supervision. Works effectively under pressure to meet established goals and objectives.

• Demonstrates exceptional problem-solving and organizational abilities. Participates in operational aspects of the department, and maintains/participates in continuous improvement activities within the department.

• Commitment to the seven values of the organization: respect, stewardship & accountability, collaboration, service, integrity, inclusion, and diversity.

• Bilingual English/Spanish is strongly preferred.

• Valid CA Driver’s License and access to a reliable and insured vehicle. Required to travel within Los Angeles County. May be scheduled to work at either facility in Vernon, CA, or the City of Industry, CA

• May need to commute between Food Bank facilities in Vernon, CA, or the City of Industry, CA

• Passion for the Food Bank’s mission and commitment to the seven values of the organization: respect, stewardship & accountability, collaboration, urgency, service, integrity, and diversity.

BENEFITS

We offer a comprehensive benefits package:

• Medical: Employee HMO coverage as little as $10 per paycheck and access to Nonstop Health funds

• Dental: Employee HMO coverage available at no cost

• Vision: Comprehensive vision insurance with generous allowances for examinations and material costs

• Flexible Spending Accounts

• Employer-paid Life Insurance and Long-Term Disability

• Optional Long-Term Care Insurance

• 403(b) retirement savings plan with employer match

• Employee Assistance Program (EAP) with expanded Mental Health

• Employee recognition programs

• Growth & career development support for professional certifications and additional training resources

• Vacation: Two weeks annually for the first three years

• Holiday: Nine paid holidays; eligible upon date of hire

• Sick Leave Time available

As a part of the Food Bank’s pre-employment screening process, all potential employees are subject to a Criminal Background Check.

In instances of a federal, state or locally declared emergency, Los Angeles Regional Food Bank is typically considered an essential service and emergency responder; all of its employees may be called in to perform regular or emergent duties.

The Los Angeles Regional Food Bank is proud to be an “Equal Opportunity Employer.” Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. The Food Bank fosters an organizational culture where ideas and decisions from all people help us grow, innovate, and serve in a rapidly changing world. We strongly encourage people from underrepresented groups to apply.