Agency Office Manager

COMMUNITY HARVEST FOOD BANK OF NORTHEAST IN, INC

JOB DESCRIPTION

JOB TITLE: AGENCY OFFICE MANAGER

DEPARTMENT: AGENCY

REPORTS TO: DIRECTOR OF PROGRAMS

ESSENTIAL JOB FUNCTIONS :

AGENCY OFFICE:

• Management of daily operations in Agency office including but not limited to directly supervising, recruiting, interviewing & training Agency Office Representatives.


• Serves as a role model for Agency staff by actively modeling the behaviors, values, and work ethic expected from their team.


• Design and lead an educational effort with affiliate partners that will increase their knowledge of available hunger programs and support, service opportunities, and operational practices, e.g., food handling and communication.


• Engender a spirit of Customer value “dignity” in all aspects of managing the department and affiliate partners.


• Oversees and ensures the monitoring of potential and existing affiliate partners for compliance with policies and procedures and healthful food storage and distributions. Assumes responsibility for the implementation of remedial action.


• Establishes and maintains a monitoring schedule to ensure each affiliate partner is monitored biannually.


• Oversees monthly statistical gathering and reporting. Assures completion of required reporting


• Prepares and maintains Affiliate Partner Handbook and prepares packets of information for new affiliates.


• Responsible for executing Partner Advisory Committee (PAC) meeting quarterly. Acts as liaison between CHFB and affiliate partners.


• Plans & coordinates Agency Day


• Reviews & approves New Agency Applications


• Enters & submits Emergency Vouchers


• Prepares orientation sessions for new affiliate partners and ongoing workshops as needed to educate agencies in record keeping, sanitation, and other areas.


• Recruits and establishes guidelines for potential affiliate partners.


• Supervises the maintenance of all affiliate partner files.


• Arranges front desk coverage during Receptionist breaks and absences

ADDITIONAL RESPONSIBILITIES:

• Commitment to understanding and supporting CHFB’s mission; shows compassion and an appreciation for hunger issues.


• Commitment to promoting an environment of teamwork and positivity.


• Able to supervise others with efficiency and safety.


• Able to train staff within the Agency Office as required.


• Conduct tours of the facility as requested.


• Assist in other areas of the food bank as assigned.


• Maintain a clean and orderly office environment.


• Address affiliate partner complaints and resolve problems.


• Maintenance of a neat, clean, and professional appearance at all times.


• Evening and weekend hours as requested.

This list is not all-inclusive and other duties may be assigned.

PHYSICAL/LIFE SKILLS/PROFESSIONAL REQUIREMENTS:

• Minimum of 3 years’ managerial experience including direct staff supervisory responsibility.


• Experience working with social service agencies preferred.


• Proficient in Excel, Word, Power Point, and Outlook


• Able to respond effectively to sensitive inquiries or complaints.


• Ability to present information to top management, public groups, or others as assigned.


• Reliable transportation and ability to travel within the CHFB service area.


• Willingness and ability to attend local, regional, or national conferences and meetings as requested.


• Ability to operate all standard office equipment.


• Ability to consistently bend, twist, climb, reach above shoulders, kneel, squat, sit, stand, and lift up to 50 pounds.


• Must have the ability to work with a diverse group of staff and volunteers.


• Ability to read and write proficiently in English.


• Must be able to perform basic math skills consistently and correctly at a high school level.


• Must be able to perform basic computer tasks.


• Must have excellent oral communication skills.


• Must have a pleasant, team-oriented personality and be able to be accurate with data.


• Must be willing/able to work overtime and weekends as requested.


• High level of personal integrity and honesty.


• Ability to speak Spanish is desirable.

EDUCATIONAL REQUIREMENTS:

• Four-year degree or equivalent experience is desired.


• Must have or be willing to receive training necessary to possess any licenses/certificates required to be an Agency/Government Programs Supervisor (example: safe food handling certificate, first aid, etc.)

Equal Employment Opportunity

It is the policy of Community Harvest Food Bank of Northeast Indiana, Inc. to provide equal employment opportunities to all people without regard to race, color, religion, national origin, age, sex, or disability and to promote the full realization of that policy. CHFB will assure equal employment opportunities in all personnel actions and procedures including, but not limited to recruitment, hiring, training, transfer, promotion, compensation, and benefits.