Administrative Assistant


Admin and Secretarial

Advert ID




Job Type




Salary Range

USD13-14 per year

No. of Openings


Branch Information

Pittsburgh, PA - Downtown - (USA) 415 Seventh Avenue PA Pittsburgh , PA - 15219 Phone : 412-261-1015



Job Description

Summary of Position:

Provide administrative support to the Food Bank's food sourcing teams to help us maintain excellent relationships with food donors, manage inventory, and work efficiently across departments to help feed families in need.

Duties and Responsibilities:

● Customer Service:

○ Respond to calls regarding incoming donations and help coordinate pick-up arrangements with operations staff

○ Contact retail stores and other donors to confirm scheduled pickups

○ Contact agencies and Partner Distribution Organizations to assist them with building orders and highlight items on inventory

● Data Entry:

○ Creating pre-receipts and Purchase Orders for:

■ Local incoming donations

■ Incoming purchased product from local and national donors

■ TEFAP/CSFP product Receipts

■ Update monthly programs statistics and donor reports as requested

○ Produce sourcing and distribution:

■ Assist Coordinators with the following:

■ Updating agency preferences

■ Monitoring and updating calendars and delivery dates

■ Communicating details about incoming produce with team

■ Assist with monitoring in house inventory of perishable product and communicating with team and network

■ Maintenance of donor data

○ Inventory:

■ Assist with maintenance of data within in-house inventory management software

■ Assist with ongoing monitoring of inventory and planned incoming product on a daily and weekly basis

■ Alert relevant staff regarding adjustments needed to planned incoming loads

● General Administrative:

○ Attend and take minutes at cross-departmental meetings arranged by Sourcing Team

○ Monitor Feeding America's Choice online donation system and assist with bidding on and processing donations

○ Review incoming Bonus TEFAP product and update relevant staff on ongoing basis

○ Review receiving paperwork for incoming loads, match with Purchase Orders, and request invoices from vendors

● Assist Coordinators in monitoring reporting of monthly poundage statistics by our Members and Partner Distribution Organizations as needed

● Assist with preparation of special reports, surveys, correspondence including special recognition to donors and agencies as needed

● Prepare donor packages for all donation programs

● Other tasks as assigned by management


● Excellent organizational, data entry, written and verbal communication skills

● Proficient using spreadsheets, in Excel and/or Google Sheets

● Proficiency with Microsoft Office applications

● Extremely detail oriented with high attention to accuracy

● High quality customer service skills (exhibit objectivity, calmness, persistence and

● helpfulness)

● Ability to work independently and as part of a team

● Preferred: Experience with purchasing or inventory management.

● Preferred: Familiarity with designing spreadsheets and reports, creating spreadsheet functions, and working with large sets of data. Pivot Table and/or Business Intelligence Systems experience.