Administrative Assistant

St. Joseph Food Program has served the Fox Valley since 1982, providing perishable and nonperishable foods and other essentials to individuals, families, students, and organizations throughout the Fox Valley region. Consider joining our experienced team of professionals in a fun, diverse, and flexible working environment. When you join our organization, you become a valued member of a winning team doing meaningful work in an environment of trust.

• Greeting and directing guests and providing general information
• Answering and making phone calls
• Scheduling interview appointments and communicating required documentation and hours for client guests
• Overseeing all interview and reception volunteers
  • Training
  • Scheduling
  • Oversight
  • Assisting with policy, procedural, or system questions
  • Communicating policy or procedure changes
  • Meeting with Reception and Interview volunteers annually or bi‑annually for updates, information, and questions
• Creating and updating interviewer manual
• Updating resource handouts and reviewing pamphlet rack annually
• Offering support to other staff members in record keeping, data entry, and reporting. Some examples may include:
  • Create and distribute Champ meal email
  • Print and cut Champ recipes
  • Enter monetary donations into a spreadsheet
  • Create and post the annual Diaper Distribution calendar
  • Create and post holiday open/closed flyers
  • Monthly board overview report
• All day‑to‑day clerical needs of the office
  • Enter In‑Kind donations and send thank‑you letters/receipts
  • Stockbox waitlist audit
  • Online ordering – update handout, sign clients up
  • Update records such as donor or client information
  • Manage outgoing mail
  • Prepare documents and reports
  • Record phone messages
  • Manage interviewer procedures training manual
  • Create/manage reports
  • Assist other staff in using Kmax system
• Manage and record outside agency distribution pounds and outreach costs
• Work with other staff members to manage internal client communication
• Fill in as needed in volunteer positions such as Interviewer, Distribution, etc.
• Attend board meetings and committee meetings when invited
• Assist with annual newsletter
• Record and distribute staff meeting minutes

• Professional, kind, and compassionate demeanor
• Ability to work with/for others
• Enthusiastic and energetic
• Able to prioritize and manage multiple assignments
• Proficient computer skills including Microsoft Office products – Excel, Word, Outlook, PowerPoint, Teams. Understanding of electronic media with a desire to learn new skills
• Capable of learning and using client and donor software such as Sales Force (Kmax), Canva, and Constant Contact
• Self‑motivated
• Able to follow direction and work with minimum supervision

• Flexible hours
• PTO
• Holiday pay
• Access to a Simple IRA match
• A fun and challenging environment with a great mission