Administrative Assistant

The Administrative Assistant is an essential role at Saving Grace Perishable Food Rescue, Inc. The position provides support for the entire team. This person is a key contributor to the success of the organization and handles the day-to-day tasks related to administrative support, data entry, report preparation, correspondence, finances, digital and paper file management, customer service and donor database management. To be successful in this role, the ideal candidate will be able to manage and prioritize multiple responsibilities, demonstrate superior judgment and critical thinking skills, and have a self-motivated, can-do attitude. This position will work from our main office location. 

Essential duties and responsibilities 

• Maintains organized office area and opens and/or closes location. Ensures office phone coverage during peak times. 

• Answers phone and email inquiries from the public, providing basic information and directing inquiries to the appropriate staff. 

• Maintain office inventory of supplies and other needed items.

• Execute regular bookkeeping tasks including preparing bank deposits, coding expenses and revenue, checking invoices for accuracy, paying invoices, balancing bank statements against internal records, preparing all materials for monthly accountant transmittal, and managing all corrections needed to financials and records. 

• Export data from food data system into excel spreadsheets, perform analysis functions, and prepare reports. 

• Maintain accurate donor data collection, management, and reporting in CRM and email databases. Prepare mailing lists and other reports as needed. 

• Prepare gift acknowledgment correspondence for all donations. 

• Assist with programs and events.

• Manage and maintain electronic and paper filing systems. 

• Manage all electronic devices and software used by staff, including the purchase and set up of all new devices.

• Assist all departments as needed. 

• Prepare reports and presentations on various topics utilizing Microsoft Office.

• Ensures needed program and organization paperwork is prepared and available for staff use. 

• Essential functions of this job are to be performed on the organization’s physical work site. 

Performs other duties as assigned. 
 

Education/Experience/Qualifications 

• High School Diploma/GED required with a minimum of 2 years of experience in administration or related field. 

• Proficient with Microsoft Office Suite Products. 

• Experience with Salesforce or other CRM database. 

• Able to establish priorities and complete assigned tasks. 

• Self-starter who excels in a fast-paced environment with ability to troubleshoot.

• Able to establish and maintain office systems and procedures. 

• Dependable and punctual regarding scheduling and attendance. 

• Valid driver’s license/acceptable driving record.

• Must be able to interact with employees at all levels of the organization as a team.  

• Ability to work occasional evening or weekend hours for events, meetings, and programs. 

• Professional, courteous, and caring demeanor with ability to maintain confidential records and information. 

Saving Grace Perishable Food Rescue does not discriminate against any employee or applicant in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, veteran status, disability,

Salary Range: $19 - $21 Hour, depending on experience. Work Week: 40 hours 

Benefits: Earned Paid Time Off (PTO), holidays, major medical and other benefits, Simple IRA, and company match

Working Environment and Physical Efforts  

Work is typically performed in an office setting. The employee is regularly required to sit for extended periods of time, as well as talk and listen on the phone or via video conference and in personal conversations or meetings. The environment is fast paced and demanding most of the time. The employee frequently is required to use hands to handle, feel, and reach with hands and arms while working in the office with various files and forms and while working on the computer. This position requires occasion to move around the office and must occasionally lift and/or move up to 15 pounds in working with large files, binders, and computer equipment. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception. 

Application Process 

Candidates submit cover letter, resume, and three professional references to lenli@savinggracefoodrescue.org 

Saving Grace Perishable Food Rescue does not discriminate against any employee or applicant in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, veteran status, disability, or any other characteristic protected by law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.