Receiving Specialist

Job Description

Job Description:Description: At the Food Bank of the Southern Tier, we are committed to creating a future without hunger where access to healthy food by all is recognized as fundamental to the well-being and success of individuals and the foundation of a strong, vibrant society. We strive to be a client-focused, engaged, high-performing team, leading a collaborative effort across our region to ensure equitable access to nutritious food through our values of Integrity, Learning, Inclusion, Caring, Respect, and Abundance.Do you have a passion for nutrition and community health? Want to make a real difference in the lives of others?The Food Bank of the Southern Tier (FBST) is seeking a Receiving Specialist to join our team!General DescriptionThe Receiving Specialist is responsible for coordinating and executing the receipt, inspection, documentation, inventory entry, and storage of donated, purchased, and program-related food and other products received by the Food Bank of the Southern Tier (FBST). This position ensures incoming product is received accurately, documented properly, inspected for quality and food-safety requirements, and recorded in applicable inventory systems in accordance with organizational procedures and regulatory requirements. The Receiving Specialist serves as a key point of coordination for inbound product deliveries and supports inventory accuracy through timely data entry, documentation management, receiving reconciliation, and compliance with applicable food-safety, inventory-control, grant, and program requirements. The position identifies and escalates receiving discrepancies, product-quality concerns, food-safety issues, unsafe conditions, and other exceptions requiring additional review or direction; the position works closely with warehouse, food sourcing, transportation, vendors, donors, and other staff to support efficient product flow, maintain accurate records, and ensure products are safely received, stored, and available to support the Food Bank's mission. Reports To: Warehouse Manager Work Type: On-site Operating Hours & Schedule: Monday–Thursday, 7:00 a.m.–3:30 p.m., and Friday, 7:00 a.m.–12:30 p.m. Location: 388 Upper Oakwood Ave., Elmira, NY 14903 Essential Duties and ResponsibilitiesReceiving Duties Schedules and coordinates inbound product deliveries, including purchased and donated product, Feeding America loads, United States Department of Agriculture (USDA) product, retail and local donor pickups, and other incoming shipments; maintains an accurate inbound delivery schedule and communicates receiving information to appropriate staff. Receives and unloads incoming products using forklifts, pallet jacks, and other material-handling equipment safely and in compliance with applicable warehouse and food-safety requirements. Verifies that incoming shipments are accompanied by required shipping and receiving documentation and obtains required driver signatures or acknowledgments. Verifies incoming product against bills of lading, purchase orders, shipping documents, and other applicable records, including performing physical counts to confirm product type and quantities received. Inspects trailers and delivery vehicles for conditions that may affect employee safety, product safety, or the ability to safely unload a shipment and immediately reports identified concerns before unloading or continuing receiving activities. Inspects incoming shipments, product, packaging, and transportation conditions for visible damage, spoilage, contamination, product quality concerns, sanitation issues, and other conditions that may affect the safety, quality, or acceptability of the product. Performs and documents required temperature checks and other receiving-level food-safety inspections to ensure compliance with applicable FBST, USDA, Feeding America, program, and regulatory requirements. Documents shortages, overages, damaged or spoiled product, temperature deviations, product-quality concerns, unsafe conditions, and other receiving discrepancies or exceptions and promptly escalates identified concerns for review and direction. Pauses or holds receiving or unloading activities when a shipment, product, temperature reading, vehicle condition, or other circumstance falls outside established requirements or presents a potential food-safety, product-quality, or workplace-safety concern, and escalates the issue for review and direction. Provides complete and accurate information regarding identified receiving concerns to support management and other authorized parties in determining appropriate next steps. Follows direction regarding the acceptance, partial acceptance, rejection, return, segregation, disposal, or other disposition of questionable product or shipments; does not independently authorize rejection, disposal, or other disposition outside established procedures or delegated authority. Stocks accepted product in designated dry, refrigerated, or frozen storage locations and follows established product rotation, expiration-date, allergen, program, and food-safety requirements. Coordinates with the Warehouse Manager and other warehouse staff to support efficient product flow, timely movement of received product into appropriate storage locations, and effective use of receiving and warehouse space. Inventory Systems, Documentation and Reconciliation Enters incoming product accurately and within established timelines into Primarius and other applicable inventory systems, including required product, quantity, cost, program, date, and other receiving information. Ensures receiving transactions, inventory records, product coding, grant designations, lot tracking information, and supporting documentation are complete, accurate, and entered within established timelines. Prepares receivers and maintains complete receiving documentation, including purchase orders, bills of lading, shipping records, donor documentation, temperature records, and other required load-specific information. Creates and affixes required pallet identification and program labels, including The Emergency Food Assistance Program (TEFAP) and allergen identification labels. Processes Feeding America Choice, USDA, TEFAP, and other applicable receipts in required external systems and maintains supporting documentation. Reviews receiving transactions and documentation for completeness and accuracy and resolves routine data-entry or documentation errors within established procedures; escalates inventory discrepancies, product concerns, or other exceptions requiring management review or approval. Updates authorized product pricing, ordering limits, inventory attributes, and other system information and maintains required supporting documentation. Processes authorized post-receipt inventory adjustments and maintains supporting documentation in accordance with established inventory-control procedures. Supports inventory reconciliation, cycle counts, and investigation of inventory discrepancies by researching receiving records, transactions, and supporting documentation as requested by the Warehouse Manager. Maintains organized and retrievable receiving records in accordance with established documentation, retention, audit, and internal-control requirements. Food Safety, Quality & Compliance Performs required receiving-level food-safety and quality checks to ensure compliance with FBST food-safety procedures and applicable USDA, TEFAP, Feeding America, New York State Agriculture & Markets, and other program or regulatory requirements. Monitors and documents required product temperatures and identifies products or shipments that fall outside established standards for further evaluation and disposition. Maintains awareness of current food recalls and follows established procedures for identifying, segregating, documenting, and escalating potentially affected product. Follows applicable TEFAP and other program-specific receiving requirements and coordinates required USDA or New York State Agriculture & Markets inspections of incoming product. Identifies and reports food-safety, product-quality, sanitation, workplace-safety, equipment, or receiving-process concerns and takes immediate action within established procedures when necessary to protect employees, product, or operations. Provides receiving records, documentation, and other operational support for internal and external audits, inspections, inventory reviews, and food-safety activities as requested. Warehouse Operations & Team Support Operates forklifts, pallet jacks, hand trucks, and other assigned warehouse equipment safely and in compliance with applicable safety requirements. Maintains receiving areas, docks, equipment, and workspaces in a clean, organized, safe, and operationally ready condition and promptly reports maintenance or safety concerns. Provides general warehouse support, including order fulfillment, product movement, repacking, loading and unloading, inventory activities, cleaning, and other operational work as needed. Adjusts daily work priorities and provides coverage across warehouse functions in response to changing product volume, staffing, and operational needs. Supports safe and efficient warehouse operations by communicating product availability, receiving activity, inventory concerns, and other relevant operational information to appropriate staff. Other Responsibilities Collaborates across departments and with external partners, vendors, volunteers, donors, and other stakeholders to support effective coordination, information sharing, problem-solving, and organizational priorities. Participates in departmental meetings, organizational committees, cross-functional initiatives, emergency response activities, and continuous improvement efforts as assigned, sharing relevant operational information and contributing input within the scope of the position. Represents the Food Bank professionally and with integrity and respect in interactions with coworkers, partners, vendors, donors, volunteers, and other stakeholders. Refers all media inquiries, requests for public statements, and requests for official organizational information to the Development & Community Engagement Department or other authorized organizational representative and communicates on behalf of the Food Bank only when authorized. Performs other duties as assigned. Qualifications High school diploma or equivalent preferred. Minimum two (2) years of experience in warehouse receiving, inventory, distribution, or a related operational environment required; experience receiving food or other perishable products preferred. Experience using computerized warehouse or inventory management systems required; experience with Primarius or a similar warehouse management system preferred. Experience operating forklifts, pallet jacks, and other material-handling equipment preferred; ability to obtain and maintain forklift certification within ninety (90) days of hire required. Training and certification will be provided at the Food Bank's expense. ServSafe® certification required or ability to obtain certification within ninety (90) days of hire. Training and certification will be provided at the Food Bank's expense. Ability to accurately review and reconcile quantities, product information, shipping documents, bills of lading, purchase orders, and inventory records and identify discrepancies requiring follow-up. Ability to accurately review, organize, and maintain receiving records, supporting documentation, and inventory-related data while meeting established accuracy and timeliness expectations. Ability to perform basic mathematical calculations, including addition, subtraction, multiplication, and division using whole numbers, fractions, and decimals. Ability to use Microsoft Outlook and other applicable business and inventory systems to communicate, maintain records, and complete assigned responsibilities. Ability to lift, carry, push, pull, or move objects weighing up to 50 pounds and perform the physical activities required for warehouse receiving and material handling. Ability to work in warehouse, loading-dock, refrigerated, and freezer environments, including varying temperatures and weather conditions. Requirements: Organizational Expectations Professional Competencies Demonstrates integrity, professionalism, and sound judgment while maintaining confidentiality and representing the Food Bank positively in all interactions. Communicates clearly, professionally, and respectfully through written, verbal, and interpersonal communication and adapts communication style to meet the needs of different audiences. Produces accurate, high-quality, detail-oriented work while managing multiple priorities, competing demands, and deadlines in a fast-paced operational environment; remains calm, adaptable, and responsive under pressure with consistent follow-through. Applies effective organizational, time-management, critical-thinking, and problem-solving skills to accomplish responsibilities, address challenges, and support operational effectiveness. Works independently within assigned authority while exercising personal accountability, sound judgment, and appropriate decision-making. Demonstrates working knowledge of warehouse receiving practices, inventory processes, product handling and rotation, food-safety requirements, and safe material-handling practices applicable to assigned responsibilities. Builds and maintains positive working relationships through professionalism, responsiveness, collaboration, mutual respect, and a commitment to exceptional internal and external customer service. Contributes to a positive team environment by cooperating with coworkers, supporting shared goals, communicating openly, and assisting others when needed. Demonstrates initiative by identifying opportunities to improve processes, strengthen service delivery, increase efficiency, and support organizational success. Demonstrates adaptability and resilience by responding effectively to changing priorities, operational demands, and organizational needs. Demonstrates a commitment to continuous learning and professional growth by actively developing knowledge, skills, and abilities relevant to assigned responsibilities. Demonstrates a strong commitment to workplace safety, food safety, product quality, and compliance by following established procedures, recognizing concerns, and taking appropriate action within assigned authority. Utilizes applicable technology, software applications, databases, and business systems to communicate, manage information, maintain records, and perform assigned responsibilities effectively. Applies basic mathematical skills, including addition, subtraction, multiplication, division, unit conversions, and quantity calculations, to accurat