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Administrative Assistant/Receptionist

Food Bank of Northeast Arkansas

Food Bank of Northeast Arkansas

Administration · Full-time
Jonesboro, AR, USA
25 – 27 USD per hour
Posted on Wednesday, November 8, 2023


The Administrative Assistant/Receptionist provides exceptional customer service to all visitors and guests. This position is responsible for maintaining the flow of information for the organization, monitoring visitor logs for security, and undertaking a range of administrative tasks as identified by management.


  • Answer telephone. Screen calls and direct them to appropriate staff members.
  • Direct messages to appropriate staff members using the voice mail system.  If a staff member’s voice mail box is full, take a detailed message to give to the staff member.  Let the staff member know that their voice mail box is full.
  • Update main message and directory of employees and extensions on phone system and with Ritter Communications as needed.
  • Collect mail from the Post Office daily; Collect and prepare outgoing mail to take to Post Office.
  • Sort incoming payments and donations according to type.  Provide appropriate documentation with deposit records; include any notes or grant award letters received.
  • Mail lockbox donations to the bank a minimum of once per week. Prepare lockbox letters for mailing.
  • Take cash deposits to bank.
  • Greet and sign-in all visitors, agencies, volunteers, and community service workers according to procedure. Notify relevant staff members of their guests’ arrival.
  • Distribute materials (e.g. invoices, flyers, USDA Cards, etc.) to agencies after check-in.
  • Check and sign for deliveries before informing the relevant staff member of their arrival.
  • Manage room rental calendar. Handle contractual agreements, invoicing, setup, and breakdown of rooms.
  • Maintain inventory of supplies needed for meetings and events—tablecloths, plates, napkins, plasticware, coffee, coffee cups, coffee lids, creamer, sugar, artificial sweetener, etc.
  • Ensure Conference Room is ready for meetings.  Keep cabinets stocked according to list.
  • Handle paper and electronic documents, sort and classify content, maintain files precisely.
  • Ensure donor and volunteer confidentiality by keeping documents safe and secure.
  • Maintain security by monitoring sign-in logs.
  • File documents as necessary.
  • Sort in-coming mail, write or stamp the date received on the envelope(s), and distribute to appropriate staff.
  • Perform general clerical duties as needed by Food Bank staff.
  • Enter donations into Donor Perfect from deposit registers and generate appropriate letters and labels.
  • Assist in preparing donor letters for mailing.
  • Accept and weigh product donations. Complete donation paperwork and distribute to appropriate staff.
  • Print agency pick up schedule and notify warehouse staff when agencies arrive to help coordinate order pickup.  Assist with other administrative duties as requested.


  • Complete monthly AIB inspection forms assigned to you.
  • Follow and enforce AIB processes and procedures.
  • Fulfill job duties as outlined in the Food Bank’s Disaster Plan.
  • Maintain clean reception area.
  • All other duties as assigned.


  • Ability to handle various projects and tasks simultaneously.
  • Excellent interpersonal and organizational skills.
  • Ability to work independently and as part of a team.
  • Proficient computer skills, including use of Microsoft Office (Word, Excel, PowerPoint).
  • Ability to learn new software (Primarius and DonorPerfect).
Food Bank of Northeast Arkansas is an equal opportunity employer.

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