The Office Administrator role involves managing day-to-day office operations, coordinating administrative tasks, supporting staff tasks and responsibilities, coordinating volunteers and supporting Human Resource administration. We’re looking for someone with exceptional organizational and communication abilities, along with a dedication to fostering a positive and efficient work environment.
• Oversee the day-to-day functioning of the office, ensuring that administrative processes run smoothly.
• Perform a wide range of administrative tasks including but not limited to answering, screening, and forwarding phone calls, managing correspondence from [email protected] and MFBN’s online contact forms, daily mail processing, ordering supplies, assisting with the maintenance of organization records and computer files, typing, filing, copying, and scanning.
• Communicate via phone, email, and mail providing excellent customer service and maintaining professionalism.
• Provide support to Finance and Donor Relations & Database Coordinator to process incoming donations daily as well as serve as backup for donation processing in the absence of the Coordinator.
• Perform a wide range of volunteer coordinator duties including but not limited to scheduling, check-in, orientation, photos, recognition, retention, and following up with groups by providing photos and impact report.
• Keep a record of volunteer hours in an online and offline tracking database.
• Maintain adequate office supplies by regularly monitoring inventory and promptly initiating supply orders when needed.
• Support various data entry and other recording-keeping tasks.
• Provide basic HR support including personnel onboarding and exiting processes as well as tracking annual training requirements for employees.
• Maintain office security by adhering to AIB standards and safety protocols by controlling access through the reception desk (monitor the logbook, aid in volunteer check-in, etc.)
• Act as the front office point of contact, directing visitors as necessary.
• Coordinate volunteer tasks, scheduling, and inventory with Operations, adhering to ServSafe and AIB standards.
• Provide monthly reports and end-of-fiscal year reports on volunteer activity.
• Assist the CEO in preparing for Board of Directors (BOD) meetings, take meeting minutes for review by the BOD Secretary, and maintain the BOD portal.
• Assist staff members in preparation for meetings and events.
• Provide data entry assistance to departments as needed.
• Assist with quarterly donor newsletter content.
• Maintain staff certifications for ServSafe, First Aid, and electrical pallet jack operations.
Skills and Qualifications
• Be committed to MFBN’s mission and vision.
• Comply with MFBN policies and procedures.
• Ability to work with diverse individuals, and to communicate with clarity and empathy.
• Maintain professionalism while demonstrating strong interpersonal skills.
• Strong written and verbal communication skills.
• Strong organizational and planning skills.
• Ability to work on multiple responsibilities with attention to detail and accuracy.
• Work diligently to meet deadlines.
• Ability to work independently and as part of a team to assist co-workers and volunteers.
• Strong analytical and problem-solving skills.
• Willingness to take initiative, suggest new ideas, and strategies.
• Demonstrate patience under all circumstances.
• Willingness to assist agencies and volunteers while prioritizing their best interests in any situation.
• Proficient in Microsoft Office Suite.
• Ability to work occasional weekends or evenings as needed.
• Perform any additional tasks and duties as assigned.
Required
• High school diploma, GED, or equivalent education.
• Two to three years experience in an administrative assistant role.
• Proficient with Microsoft Office software, phone systems, time management software, etc.
• Valid driver’s license and insurable.
Preferred
• Experience working with nonprofits.
• Experience working with volunteers and event planning.
Flexible hours, paid leave, paid holidays, matching retirement, and paid employee health insurance. Hourly position: Range $20.67 - $22.11 DOE
Submit cover letter and resume to: [email protected]
The mission of Montana Food Bank Network (MFBN) is to end hunger in Montana through food acquisition and distribution, education, and advocacy.