Administrative Assistant
Food Pantry Administrative Assistant Job Description
Type: Part-time, 15 hours per week
Salary: $15/hour, paydays are the 15th & last day of the month by direct deposit
Reports to: Executive Director
Mission Statement: The Food Pantry of Jeff Davis County alleviates hunger and promotes healthy eating for residents in need.
Please review our Workplace Culture Statement before applying for this job.
If these values describe you and the people you want to work with, you will likely thrive here.
Summary of Job Description:
Under the direction of the Executive Director, the role of Food Pantry Administrative Assistant consists of a variety of administrative and clerical tasks to ensure efficient operation of the Food Pantry office including confidential and time sensitive material. The Administrative Assistant is responsible for providing support to the Executive Director to help them stay organized and complete tasks that allow the Director to focus on more advanced responsibilities. This is a part-time position with no health insurance and no paid time off.
Essential Duties and Responsibilities:
The above statements are intended to describe the general nature and level of work being performed. This is not an exhaustive list of all duties and responsibilities. The Food Pantry of Jeff Davis County reserves the right to amend and change responsibilities to meet organizational needs.
Work Environment, Hours, and Benefits:
Physical Demands:
Qualifications and Job Requirements:
Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
This job description may change over time as requirements and employee skill levels change. The employer retains the right to change or assign other duties to this position.
There is a 90-day probationary period for this position in which the employee will receive extensive training and support from their supervisor, weekly check-ins to receive feedback, support for improving performance to meet the Food Pantry standards and expectations, a copy of company policies and procedures, and a written performance evaluation at the end of the probationary period.
Food Pantry of Jeff Davis County does not discriminate on the basis of race, color, religion (creed), gender, gender identity/expression, age, national origin, disability, marital status, sexual orientation, or military status in any of its activities or operations, including hiring/firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing a welcoming and inclusive environment for all staff, clients, volunteers, contractors, and vendors.
Revised February 2023
Type: Part-time, 15 hours per week
Salary: $15/hour, paydays are the 15th & last day of the month by direct deposit
Reports to: Executive Director
Mission Statement: The Food Pantry of Jeff Davis County alleviates hunger and promotes healthy eating for residents in need.
Please review our Workplace Culture Statement before applying for this job.
If these values describe you and the people you want to work with, you will likely thrive here.
Summary of Job Description:
Under the direction of the Executive Director, the role of Food Pantry Administrative Assistant consists of a variety of administrative and clerical tasks to ensure efficient operation of the Food Pantry office including confidential and time sensitive material. The Administrative Assistant is responsible for providing support to the Executive Director to help them stay organized and complete tasks that allow the Director to focus on more advanced responsibilities. This is a part-time position with no health insurance and no paid time off.
Essential Duties and Responsibilities:
- Assist with:
- New client applications and recertification according to guidelines set forth by Food Pantry of Jeff Davis County, US Department of Agriculture, Texas Department of Agriculture, and West Texas Food Bank
- Keeping enrollment records and sign-in logs updated
- Maintenance of accurate records and statistical data
- Updating and printing of sign-in sheets for distribution days
- Transition to paperless intake and recertification process
- Distribution of food to qualified clients
- Ordering food and supplies from various vendors
- Inventory control
- Online ordering system
- Preparing monthly and year-end reports
- Creation and organization of policy & procedure manuals
- Creation and maintenance of filing systems, both electronic and physical
- Quarterly newsletters
- County Commissioners Court report
- Capturing historical trends for ordering purposes
- Preparing for annual audits and funder site visits
- Answering and returning phone calls and emails
- Maintaining calendars
- Maintenance of temperature logs
- Texting reminders to clients & volunteers
- Scheduling and coordination of volunteers and staff
- Volunteer appreciation
- Organization and cleanliness of Food Pantry
- Social media
- Attend training sessions
- Reply to phone, text, and email messages in a timely manner
- Coordinate with Mobile Comunidad Transportation Coordinator when necessary
The above statements are intended to describe the general nature and level of work being performed. This is not an exhaustive list of all duties and responsibilities. The Food Pantry of Jeff Davis County reserves the right to amend and change responsibilities to meet organizational needs.
Work Environment, Hours, and Benefits:
- Most work will be performed in the business office at the Food Pantry in Fort Davis. This is usually a quiet environment where the employee will be working alone or in a shared office with the Executive Director.
- Hours: 15 hours per week with some flexibility. Exact work schedule is negotiable. Examples:
- M-F 10:00 - 1:00 or
- MWF 10:00 - 3:00 or
- M-Th 10:00 - 1:45
- Paid employee training (West Texas Food Bank training, various online courses, etc.)
- Jeff Davis County government calendar used for observance of holidays/closures unless otherwise indicated.
Physical Demands:
- Ability to remain in a stationary position for 75% of the time.
- Ability to move about inside the warehouse and office to access file cabinets, office machinery, take inventory, etc.
- Ability to operate a computer and other office equipment such as calculator, printer, copier, telephone, stapler, etc.
- Ability to position self to access computer, file cabinets, light switches, etc. and traverse the building
- Ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
- Ability to observe details at close range (within a few feet of the observer).
Qualifications and Job Requirements:
- Essential:
- Understanding of and a passionate commitment to the Food Pantry’s mission
- Adherence to scheduled work hours including regular and reliable attendance and punctuality
- High school diploma or equivalent
- Reliable transportation
- Ability to pass a background check
- Ability to read and comprehend instructions and follow verbal directions
- Ability to multitask and prioritize
- Ability to work productively with minimal supervision
- Ability to maintain client confidentiality
- Excellent interpersonal skills; including the ability to communicate clearly, comfortably, and courteously to a diverse cultural population with a professional, warm demeanor
- Basic computer skills including internet navigation, Microsoft Office Word and Excel proficiency and/or the Google Workspace equivalents (Google Docs, Google Sheets, Google Calendar, etc.)
- Preferred / Non-essential:
- Bilingual Spanish is a plus
- Ability to learn other technology platforms such as Canva, Ecwid, and social media posting.
- Website maintenance and updating (Weebly platform)
- Basic graphic design (Canva platform)
- Administrative employment or equivalent experience
Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
This job description may change over time as requirements and employee skill levels change. The employer retains the right to change or assign other duties to this position.
There is a 90-day probationary period for this position in which the employee will receive extensive training and support from their supervisor, weekly check-ins to receive feedback, support for improving performance to meet the Food Pantry standards and expectations, a copy of company policies and procedures, and a written performance evaluation at the end of the probationary period.
Food Pantry of Jeff Davis County does not discriminate on the basis of race, color, religion (creed), gender, gender identity/expression, age, national origin, disability, marital status, sexual orientation, or military status in any of its activities or operations, including hiring/firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing a welcoming and inclusive environment for all staff, clients, volunteers, contractors, and vendors.
Revised February 2023