Administrative Assistant (FT)

Feed The Children Oklahoma City, OK
At Feed the Children we know the value of outstanding people. More importantly we want to find the right individuals to join our team. We pride ourselves on providing our employees with an environment conducive for productive, rewarding, long-term employment.

Already one of our country's most recognizable brands, Feed the Children is being rebuilt from the ground up. We are accredited by GuideStar Exchange and the BBB Wise giving Alliance. By banding together to defeat hunger, Feed the Children will one day create a world where no child goes to bed hungry.

We are currently in search of an Administrative Assistant to join our Agency Assessment & Security team! The Agency Assessment & Security Administrative Assistant is responsible for assisting various Feed the Children departments in obtaining donation feedback information and managing and maintaining all data. This position also maintains a positive working relationship with all partner agencies and Feed the Children departments. The Administrative Assistant will report directly to the Director of Agency Assessment & Security.

Job Requirements:

Education

High school diploma or GED required

Experience

6+ months related office experience and/or customer service experience required

Ability to type a rate of 45 wpm on a computer preferred

Ability to work independently with minimal supervision

Essential Job Functions:

Audit agency accounts for donation feedback reports, shipment designation codes, and other agency records.

Ensures compliance with established internal control procedures by examining records, reports, and documentation.

Generates compliance audit reports by compiling and analyzing data using statistical methods to produce agency compliance rates.

Generates monthly reports of all agencies with delinquent donation feedback reports and contacts agencies who do not turn in reports as required.

Communicates standards and regulations to other departments to ensure security of agency information.

Maintains rapport with partner agencies by arranging continuing contact, resolving concerns, and responding to agency requests via e-mail and telephone.

Recommends agencies to the Director of Agency Assessment & Security for changes in compliancy status such as suspensions, terminations, or further investigation and follows up with recommendations.

Informs agencies of any changes in compliancy status.

Requests photos of distributions from partner agencies.

Assists supervisor in gathering sensitive information from partner agencies pertaining to investigations.

Controls keyless security system by maintaining and issuing key fobs to personnel; assigning appropriate schedule and departmental access; and trouble shooting and updating the Brivo system.

Ensures facility security by locking and unlocking all local facilities (Head Quarters, McCormick, etc.) in relation to early closures, special events, holidays, inclement weather, etc.

Pulls lists of number of total boxes utilized by donors.

Creates monthly itineraries for agency inspections, contacts agencies to verify all account information is accurate and confirm appointments.

Reviews all agency inspection reports for accuracy; updates all data in the As400 including compliancy status.

Maintains an accurate investigation spread sheet and follows up with the final outcomes on each investigation

Creates and maintains all general partner and international agency files with updated information and applications, distribution lists, inspection reports, and any other necessary documentation for auditing purposes.

Maintains confidentiality of all sensitive information.

Maintains all logs and spreadsheets for the department.

Conducts administrative tasks such as filing, answering phones, scheduling meetings, creating departmental calendars, ordering office supplies, etc.

Conducts research into how much product agencies have received.

Provides information to the Corporate Donor Relations department on product quantities distributed in our special programs.

Establishes an environment of high performance and continuous improvement that values learning, a commitment to quality, welcomes and encourages collaboration, and fosters both intra and inter-departmental dialogue and respect.

Models the type and level of behavior, professionalism and leadership that is in accordance with the values of the organization.

Performs other related duties as required