Agency Services Associate

Agency Services Associate

Job Title: Agency Services Associate
Location: Central Pennsylvania Food Bank – Harrisburg, PA
Reporting Relationship: Senior Agency Services Manager
Position Summary:
The Agency Services Associate is responsible for the overall administrative and clerical services for the Central Pennsylvania Food Bank (CPFB) Agency Services and Outreach Department, particularly as they relate to partner agencies and programing. This position will be responsible for preparing overall communication to partner agencies, site visit preparation, and coordinating materials for Bold Goal Grant (BGG) submissions. Additional responsibility will include the coordination and scheduling of workshops, webinars, and regional conferences.

End date
Opportunity type
Programs / Agency Relations / Clients
Job responsibilities

Job Accountabilities:
• Process BGG requests and applications and prepare presentation of BGGs to CPFB internal BGG action team.
• Assist with preparation of quarterly e-newsletters to partner agencies.
• Assist with preparation of quarterly Agency Services and Outreach Committee meetings, prepare and distribute meeting agendas, compile and distribute notes of meetings, maintain committee documentation and correspondence files, and follow-up on detail to maximize efficient operations as guided by the Director of Agency Services and Outreach.
• Schedule meetings and ensure all materials and items are prepared for an efficient meeting.
• Assist with the scheduling, coordination, and promotion of educational workshops, seminars, webinars, etc. This includes securing presenters and managing attendee registrations.
• Support of learning kitchen activities including scheduling and facilitating events and also ensuring proper maintenance of kitchen is complete.
• Provide back-up assistance with the Food Stamps Helpline and emergency food assistance phone calls and walk-ins.
• Schedule site-visits for agency services and programs team along with preparing necessary reports.
• Assist agency services and program staff with the screening and processing of new agency partner requests, the preparation and processing of State Food Purchase Program, information gathering, ServSafe™ management, Member Agency database management, hard copy file maintenance, volunteer coordination, etc.
• Participate in internal committees and workgroups as required.
• Participate in CPFB’s major events as necessary, i.e., fundraisers, agency-wide events, etc., as well as off-site outreach events.
• Perform other duties and tasks as assigned.
Other Duties:
• In instances of a federal, state or locally declared emergency, CPFB is typically considered an essential service and emergency responder; all employees may be called in to perform regular or emergent duties.
• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Education and Experience:
• High school diploma or GED required.
• Fluency in Spanish is a plus.
• Two years’ administrative assistance experience in a non-profit or human service role preferred.
Knowledge, Skills, and Abilities:
• Passion for the CPFB’s mission and core values.
• Ability to understand and work with the diverse dynamics of a non-profit as well as multi-cultural populations.
• Ability to work as part of a high-performance team and be a strong team player.
• Passion for customer service excellence (internal and external), professional etiquette, personal boundaries, and the ability to maintain confidentiality.
• Exhibit strong interpersonal, team building, and administrative skills.
• Must be friendly, outgoing, and comfortable speaking to people.
• Exhibit strong verbal, written, analytical, presentation, planning, time management, communication, and organizational skills. Ability to write, edit, and proofread correspondence and materials for accuracy and style.
• Must have professional demeanor with the ability to work cooperatively across all levels of the CPFB.
• Must be detail oriented with the ability to work independently, plan, prioritize, take initiative, resolve problems, meet deadlines, and multi-task.
• Must be reliable with high integrity and strong work ethic.
• Must be positive, cooperative, honest, and dependable.
• Ability to be a creative thinker.
• Possess strong research skills and commitment to ongoing learning.
• Demonstrate ownership and accountability.
• Ability to attend departmental and all-staff meetings as directed, staying informed of ongoing changes in department and overall organization.
• Knowledge of organization’s computer software and systems, including Microsoft Office Suite, department-specific software systems, telecommunications, and internet applications.
• Ability to operate standard office equipment (machines, tools, and devices) used in performing only the essential function including computer and related equipment, typewriter, calculator, photocopier, fax machine, and telephone.
Supervisory Responsibilities: None.
Physical Requirements or Licenses:
• This position has the ability to work remote, in-office, or hybrid at the discretion of the Director of Agency Services and Outreach.
• Ability to successfully complete a Pennsylvania State Police Clearance, a Pennsylvania Child Abuse History Clearance obtained through the Pennsylvania Department of Human Services, and a Federal Bureau of Investigation Criminal History Record Information obtained by submitting a full set of fingerprints to the Pennsylvania State Police or its authorized agent for submission to the Federal Bureau of Investigation.
• A valid driver’s license with history of good driving record.
• Ability to work a flexible schedule.
• Conditions may include working outside, in inclement weather, working closely with others, working alone, and working protracted or irregular hours.
• Must be able to lift or move up to 50 pounds
• The work environment is typically quiet.
The successful applicant will be positive, self-motivated, detail-oriented, and reliable. They will take joy in building authentic and trusting relationships with both philanthropic individuals and colleagues, working with others to build momentum and share success.
The selected applicant will join a collaborative, values-driven, dynamic team that derives joy from the work and is passionate about resourcing the work to end hunger and its root causes. We hold the core belief that philanthropy should be accessible to all facets of our community and define our work as the art of facilitating love of community.
Applicants should be able to commute to one of the Food Bank’s three facilities for in-person activities and meetings.
The Food Bank’s work culture is progressive, forward thinking, and equity minded. Staff have the opportunity to fully develop their potential in a variety of ways. As organizational leaders, in shaping programs and advocacy efforts and in working towards a future where no one should be hungry.

We are a proud to be an equal opportunity employer and seek to bring our values of equity, diversity and inclusion to our hiring process. Beyond our commitment to non-discrimination, we encourage applications from applicants who can contribute to the diversity of our organization and who have lived experience of inequity.

Application qualifications

Education and Experience:
• High school diploma or GED required.
• Fluency in Spanish is a plus.
• Two years’ administrative assistance experience in a non-profit or human service role preferred.


We offer an excellent benefits package. Visit our website at

How to apply

Applicants must submit a cover letter, resume and salary requirements by Friday, July 29, 2022, to Central Pennsylvania Food Bank, Department of Human Resources, 3908 Corey Road, Harrisburg, PA 17109 or email [email protected] or stop by our offices to complete an employment application. Excellent benefit package included.

About the organization

The Central Pennsylvania Food Bank is a nonprofit organization committed to ending hunger in 27 counties across central Pennsylvania. By working with more than 1,300 local agencies and programs, we serve over 152,000 people in need each month through our two Healthy Food Hubs, located in Harrisburg and Williamsport.