What are the responsibilities and job description for the Administrative Specialist position at Elk Grove Food Bank Services?
About Elk Grove Food Bank
Looking for mission-driven work? Do you want to start each day knowing you are helping connect individuals, families, and seniors to the food and resources they need?
Elk Grove Food Bank Services (EGFBS) serves more than 8,000 individuals each month and relies on a dedicated team of staff and volunteers to deliver compassionate, efficient, and high-quality service to our community.
Job Summary
The Administrative Specialist serves as a central point of coordination for administrative operations, donor processing, and front office support. This position requires a highly organized and adaptable individual who can manage multiple priorities while maintaining exceptional attention to detail.
This role is critical to ensuring accurate donor tracking, timely acknowledgment of contributions, smooth front desk operations, and effective coordination across programs, volunteers, and community partners.
Success in this position requires flexibility, patience, compassion, and empathy, as the Administrative Specialist regularly interacts with individuals from diverse backgrounds, including clients experiencing hardship.
The hours for this position are Mondays through Fridays, from 10 am to 3 pm.
Essential Duties and Responsibilities
Donor Management & Acknowledgment
- Maintain and manage donation tracking systems, including cash, check, online, and in-kind donations
- Process and generate thank-you letters using mail merge and donor platforms
- Maintain accurate donor records and supporting documentation
- Provide reporting support (e.g., PayPal reports, donation summaries)
Administrative Operations
- Maintain and update spreadsheets, logs, and internal tracking systems
- Update templates, letterhead, and organizational documents as needed
- Manage filing systems, records retention, and office documentation
- Maintain master contact lists, vendor records, and internal reference materials
- Support audit preparation and documentation requests
Front Office & Client Support
- Serve as front desk support, including answering phones and greeting visitors
- Provide basic client assistance and route inquiries to appropriate staff
- Support client intake and data entry (OASIS or other systems), as needed
- Maintain a welcoming, respectful, and compassionate environment for all clients and visitors
Program & Community Coordination
- Coordinate food drive and donation barrel requests, including scheduling and tracking
- Support outreach event preparation (materials, bins, supplies)
- Assist with special events such as Run 4 Hunger, Harvest of Hope, and seasonal distributions
- Coordinate with warehouse staff and volunteers to support operational needs
Compliance & Organizational Support
- Maintain safety documentation, including IIPP and related binders
- Assist with CDBG reporting and other grant-related tracking requirements
- Support CalFresh coordination and act as a liaison for inquiries as needed
General Support
- Assist with errands such as bank deposits, post office runs, and supply pickups
- Perform other duties as assigned to support organizational needs
Knowledge, Skills, and Abilities
- Exceptional attention to detail and accuracy
- Strong organizational and time management skills
- Ability to manage multiple priorities in a fast-paced environment
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Experience with databases and tracking systems preferred
- Strong written and verbal communication skills
- Ability to maintain confidentiality and handle sensitive information
Critical Soft Skills (Non-Negotiable for Success in This Role)
- Flexibility: Ability to shift priorities quickly and respond to changing needs
- Patience: Comfort working through complex or repetitive tasks with consistency
- Compassion & Empathy: Ability to interact respectfully and kindly with clients, many of whom may be experiencing difficult circumstances
- Professionalism: Maintains a calm, supportive, and solution-oriented approach at all times
Education and Experience
- High school diploma or equivalent required
- 2 years of administrative or office support experience preferred
- Experience in nonprofit, social services, or community-based organizations is highly desirable
Job Context
- Office-based environment with frequent interaction with clients, volunteers, and staff
- May require occasional lifting (office supplies, outreach materials)
- May require occasional evening or weekend work for events
Compensation
This is a part-time, non-exempt position eligible for benefits including paid time off (PTO) and paid holidays. Compensation is commensurate with experience and ranges from $22 to $25 per hour.
Additional Information
The duties and responsibilities listed above are not intended to be exhaustive. They represent the general scope and level of work performed. Responsibilities may evolve based on organizational needs.
To apply: Interested applicants should send their resume with a cover letter and hourly rate requirements in an email with the subject line “Administrative Specialist” to info@egfbs.org.
Pay: $22.00 - $25.00 per hour
Benefits:
- Paid time off
Work Location: In person
Salary : $22 - $25