Job Summary Administrative, Billing & Operations Assistant Food 4 Maryland -

College Park, MD Pay:

$20 per hour

Schedule:

Minimum 20 hours per week, with the opportunity to grow toward 40 hours

Position Type:

Part-time independent contractor

Work Location:

Primarily on-site in College Park, Maryland About Food 4 Maryland Food 4 Maryland is a growing nonprofit organization working to improve access to nutritious food, medically supportive meals, grocery boxes, home-delivered meals, and community-based services throughout Maryland. We work with healthcare organizations, government agencies, universities, community partners, contractors, drivers, food-service professionals, and the individuals and families we serve. We operate with a lean administrative team, which means every team member must be dependable, flexible, productive, and willing to help wherever needed. Position Overview We are seeking a highly organized, dependable, resourceful, and hands-on Administrative, Billing & Operations Assistant . This is an entry-level to early-career opportunity for someone with strong administrative ability who wants to grow with a mission-driven organization. The selected candidate will support billing, office administration, program operations, scheduling, document management, partner follow-up, deliveries, grant-related paperwork, and other daily organizational needs. This is not a position where every day will look the same. One day may involve preparing invoices, organizing grant documents, updating spreadsheets, scheduling meetings, or communicating with a government or healthcare partner. Another day may involve checking missing paperwork, helping coordinate drivers, packing or labeling food boxes, running an errand, or helping solve an unexpected operational problem. We need someone who understands that no reasonable task is above or beneath them. Administrative Responsibilities Answer and return telephone calls professionally. Monitor emails and route or respond to messages appropriately. Schedule meetings, interviews, deliveries, appointments, and follow-up calls. Maintain calendars, contact lists, electronic files, and paper records. Prepare letters, forms, spreadsheets, reports, meeting notes, and other documents. Scan, upload, rename, organize, and track documents. Maintain organized electronic folders for projects, grants, contracts, employees, vendors, and partners. Follow up with applicants, staff members, vendors, contractors, landlords, healthcare partners, government agencies, and community organizations. Track missing documents, signatures, certificates, invoices, quotes, resumes, and other required information. Assist with recruiting by contacting candidates, scheduling interviews, and maintaining applicant records. Conduct basic online research and organize findings clearly. Proofread documents for spelling, formatting, accuracy, and completeness. Maintain confidentiality when handling financial, employee, participant, healthcare, or organizational information. Billing and Financial Administration Prepare and submit invoices using established billing information. Maintain accurate billing records and supporting documentation. Track invoices that have been submitted, approved, paid, denied, delayed, or remain outstanding. Follow up professionally regarding unpaid or delayed invoices. Match invoices with delivery records, participant documentation, service records, purchase orders, contracts, or other required backup. Identify missing information before invoices are submitted. Enter billing, payment, mileage, expense, and vendor information into spreadsheets, QuickBooks, or other systems. Organize receipts, contractor payments, vendor invoices, and expense documentation. Assist with accounts receivable and basic accounts payable tracking. Help prepare billing summaries and financial reports for management. Verify names, service dates, quantities, rates, totals, and supporting documentation for accuracy. Help maintain records needed for audits, grants, contracts, and program reporting. This is not an accounting position, and a formal accounting degree is not required. However, the candidate must be comfortable working with numbers, invoices, spreadsheets, deadlines, and detailed supporting documents. Grant and Project Support Organize grant applications, contracts, certificates, budgets, resumes, letters of support, and required attachments. Maintain grant and project checklists. Track deadlines and follow up on missing documents. Help compile delivery records, program statistics, participant information, and outcome reports. Maintain complete and organized grant and project folders. Review applications and submission packages for missing information. Assist with projects involving healthcare organizations, universities, government agencies, community partners, and food-service programs. Previous grant-writing experience is helpful but not required. The candidate must be able to follow detailed instructions and work carefully under deadlines. Operations Support Assist with coordinating meal deliveries, grocery-box distributions, drivers, vendors, and program schedules. Confirm delivery addresses, quantities, dates, schedules, and special instructions. Communicate with drivers, staff members, vendors, participants, and community partners. Maintain accurate delivery, inventory, and distribution records. Assist with ordering office, kitchen, packaging, and program supplies. Help resolve routine scheduling, delivery, billing, and paperwork issues. Run occasional local errands or deliver documents and supplies. Assist with packing, labeling, counting, organizing, or moving food boxes and program materials. Help with an emergency delivery or operational assignment when reasonably necessary. Maintain an organized and professional work environment. Assist with special events, meetings, community activities, or weekend programs when needed. Schedule and Availability This position begins at a minimum of 20 hours per week . Hours will vary depending on billing deadlines, grant deadlines, program operations, deliveries, meetings, staffing needs, and special projects. The schedule may not be exactly the same every week. Most work will take place Monday through Friday , primarily during daytime hours. However, occasional early morning, evening, or weekend availability may be required for an important deadline, delivery, event, or operational need. Advance notice will be provided whenever reasonably possible, but unexpected needs can occasionally arise. This position must be treated as the candidate's primary part-time professional commitment . Candidates may have another part-time job, but that employment must be secondary and cannot regularly interfere with Food 4 Maryland's schedule, accepted assignments, meetings, deadlines, or responsibilities. This is not intended to be a casual side job.

We need someone who will:

Maintain meaningful weekday availability. Respond promptly to calls, emails, and schedule confirmations. Honor accepted work assignments. Avoid repeated cancellations due to another employer. Be reasonably flexible as organizational needs change. Be available for occasional weekend assignments. Be interested in earning additional hours and responsibility. Opportunity to Grow This position is designed to grow. As the selected candidate demonstrates productivity, reliability, good judgment, responsiveness, and the ability to complete assignments independently, hours may increase from 20 hours per week toward 40 hours per week . The speed of that growth will depend on: Quality and accuracy of work. Productivity. Reliability and attendance. Availability. Responsiveness. Ability to meet deadlines. Ability to take ownership of assignments. Willingness to assist with both administrative and operational work. The organization's workload and continued growth. We are looking for someone who wants to become an important, productive, and dependable member of the organization—not someone who wants to remain in a limited side position indefinitely. Minimum Qualifications High school diploma or equivalent. At least one year of administrative, customer-service, billing, office, healthcare, property-management, nonprofit, food-service, or operations experience. Strong telephone and customer-service skills. Working knowledge of Microsoft Word, Excel, Outlook, and Google Workspace. Ability to create, update, and maintain organized spreadsheets. Strong written communication, spelling, and proofreading skills. Ability to follow instructions and learn new systems. Strong organizational and time-management skills. Ability to manage confidential information appropriately. Ability to work independently and complete assignments without constant supervision. Reliable transportation and a valid driver's license are strongly preferred. Ability to work primarily on-site in College Park, Maryland. Ability to lift and move boxes or supplies weighing approximately 25 to 35 pounds when necessary. Authorization to work in the United States. Preferred Qualifications Experience with QuickBooks, billing, invoicing, accounts receivable, bookkeeping support, or payment tracking. Experience in a medical office, nonprofit organization, government office, property-management office, food-service operation, or community organization. Experience coordinating drivers, deliveries, vendors, appointments, or field operations. Experience with grants, contracts, insurance documentation, purchase orders, compliance files, or supporting documentation. Experience with Microsoft Teams, Zoom, SharePoint, Adobe Acrobat, DocuSign, or similar programs. Bilingual ability is helpful but not required. An associate degree or bachelor's degree is helpful but not required. Compensation and Position Structure Starting pay: $20 per hour Starting schedule: Minimum 20 hours per week

Hours:

Variable based on organizational needs Primary workdays: Monday through Friday Occasional work: Early mornings, evenings, or weekends Initial classification: Independent contractor Growth opportunity: Potential to increase toward 40 hours per week based on productivity, reliability, availability, performance, and organizational growth How to Apply Please apply through Indeed and include: Your current résumé. Your preferred email address. A link to your LinkedIn profile. Please make sure your résumé and LinkedIn profile accurately reflect your current employment, administrative experience, billing experience, computer skills, and relevant qualifications. Selected applicants will receive an email with additional information and follow-up questions before a telephone interview. Food 4 Maryland is an equal opportunity organization. Qualified applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.

Pay:

$25.42 - $30.61 per hour

Work Location:

In person