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Client Services Administrator Job Description
The Meals on Wheels Client Services Administrator manages the preparation and delivery of food for the Meals on Wheels program, including working with volunteer coordinators and performing various other administrative tasks. This is a paid, part-time position that is available immediately. Primary essential duties take place weekday mornings at the Meals on Wheels location in Shaker Heights. Other administrative tasks can be performed remotely and on a somewhat flexible schedule on other days of the week. The Program Administrator reports to the Board of Directors through a Board Liaison.
Essential Responsibilities and Duties
Kitchen duties:
1. Supervise kitchen operations during meal preparation and delivery on Monday, Wednesday and Friday (MWF) mornings from 8:30 am – 12:00 pm, or until deliveries are completed;
2. Monitor delivery of food to clients using provided computer program until all deliveries are completed;
3. Prepare labels and other necessary paperwork for the MWF deliveries;
4. Consult with volunteer coordinators about obtaining the required number of daily volunteers needed for the MWF operation of the kitchen and delivery of the food;
5. Inventory food and supplies to determine needs;
6. Keep up to date on regulations for food preparation/service and communicate with Cuyahoga County Board of Health;
7. Occasionally deliver food to a client if a volunteer is absent.
Communicate with clients:
1. Communicate with clients via both phone and email and respond to client requests;
2. Interview potential new clients;
3. Provide alternative choices for persons not eligible to be a MOW client; e.g. if they live outside service area.
Communicate with volunteer coordinators and volunteers:
1. Communicate with volunteer coordinators to help determine volunteer needs;
2. Communicate with kitchen volunteers and drivers as needed for the smooth operation of meal preparation and delivery;
3. Assist with volunteer training;
4. Help establish/update volunteer protocols.
Communicate and work with the Board of Directors:
1. Develop a clear line of communication with the liaison to the Board of Directors;
2. Attend Board Meetings, held every two months, to give status reports and to report about issues deserving Board attention; attend other Board meetings as may be required;
3. Offer input on increasing the client base and efficiency of the organization’s operations;
4. Work with Treasurer to ensure accurate record keeping for the number of meals served, purchases, etc.
1. Supervise kitchen operations during meal preparation and delivery on Monday, Wednesday and Friday (MWF) mornings from 8:30 am – 12:00 pm, or until deliveries are completed;
2. Monitor delivery of food to clients using provided computer program until all deliveries are completed;
3. Prepare labels and other necessary paperwork for the MWF deliveries;
4. Consult with volunteer coordinators about obtaining the required number of daily volunteers needed for the MWF operation of the kitchen and delivery of the food;
5. Inventory food and supplies to determine needs;
6. Keep up to date on regulations for food preparation/service and communicate with Cuyahoga County Board of Health;
7. Occasionally deliver food to a client if a volunteer is absent.
Communicate with clients:
1. Communicate with clients via both phone and email and respond to client requests;
2. Interview potential new clients;
3. Provide alternative choices for persons not eligible to be a MOW client; e.g. if they live outside service area.
Communicate with volunteer coordinators and volunteers:
1. Communicate with volunteer coordinators to help determine volunteer needs;
2. Communicate with kitchen volunteers and drivers as needed for the smooth operation of meal preparation and delivery;
3. Assist with volunteer training;
4. Help establish/update volunteer protocols.
Communicate and work with the Board of Directors:
1. Develop a clear line of communication with the liaison to the Board of Directors;
2. Attend Board Meetings, held every two months, to give status reports and to report about issues deserving Board attention; attend other Board meetings as may be required;
3. Offer input on increasing the client base and efficiency of the organization’s operations;
4. Work with Treasurer to ensure accurate record keeping for the number of meals served, purchases, etc.
Skills and Qualifications
1. Patient, kind and compassionate team-player;
2. Highly organized self-starter able to work without supervision;
3. Ability to work well with seniors, their families/caregivers, and volunteers;
4. Excellent communication skills;
5. Adept with technology with an ability to easily learn new computer applications;
6. Chosen candidate will be required to successfully complete online food safety course if not currently certified;
7. Ability to lift at least 20 lbs.;
8. Valid driver’s license and reliable access to a motor vehicle required;
9. Familiarity with the communities in our service areas of Shaker Heights, Beachwood, University Heights and Warrensville a plus;
10. Experience in professional kitchen or restaurant a plus;
11. Experience working with a small nonprofit and Board of Directors a plus.
2. Highly organized self-starter able to work without supervision;
3. Ability to work well with seniors, their families/caregivers, and volunteers;
4. Excellent communication skills;
5. Adept with technology with an ability to easily learn new computer applications;
6. Chosen candidate will be required to successfully complete online food safety course if not currently certified;
7. Ability to lift at least 20 lbs.;
8. Valid driver’s license and reliable access to a motor vehicle required;
9. Familiarity with the communities in our service areas of Shaker Heights, Beachwood, University Heights and Warrensville a plus;
10. Experience in professional kitchen or restaurant a plus;
11. Experience working with a small nonprofit and Board of Directors a plus.
Salary and Benefits
Salary: $24,000
Hours: Part-time – 20 hours per week
Paid time off: one week after six months, then two weeks per year
Laptop, cellphone and printer provided
Start date is as soon as possible
Opportunity to work with a group of volunteers dedicated to Meals on Wheels’ mission.
To apply, please email your resume and a brief introduction about yourself including why you would be a good fit for this position to [email protected]. Candidates will be asked to submit references and undergo a background check before any final hiring decision is made.
Hours: Part-time – 20 hours per week
Paid time off: one week after six months, then two weeks per year
Laptop, cellphone and printer provided
Start date is as soon as possible
Opportunity to work with a group of volunteers dedicated to Meals on Wheels’ mission.
To apply, please email your resume and a brief introduction about yourself including why you would be a good fit for this position to [email protected]. Candidates will be asked to submit references and undergo a background check before any final hiring decision is made.
