We are hiring
Client Services Administrator Job Description
We are currently looking for a Client Services Administrator to manage the coordination of volunteers, deliveries, and other administrative tasks. This is a paid part time position; primary duties take place three days per week (MWF mornings) while other tasks can be performed remotely and on a somewhat flexible schedule. The Meals on Wheels Client Services Administrator is the key staff person in maintaining the organization’s food preparation and delivery operation for clients. Our local Meals on Wheels chapter serves clients in Shaker Heights, Beachwood, and University Heights. We are a nonprofit organization overseen by a Board of Directors.
Responsibilities and Duties
A. Communicate with clients
1. Respond to current client requests for meal item changes, changes in meal delivery
days, and other general requests via both phone and email
2. Complete intake of information from new clients by interview and completion of their
client form. Assign new clients to a delivery route
3. Provide alternative choices for persons not eligible to be a MOW client, e.g. refer
to United Way when possible
B. Communicate with volunteers
1. Interview and collect information from new volunteers and determine where they can
best be positioned based on their interests.
2. Respond to phone and email inquiries from current volunteers. Establish a consistent
line of communication with each shift of kitchen volunteers and drivers
3. Assist with volunteer training
4. Establish/update volunteer protocols
C. Kitchen duties:
1. Determine schedule of volunteers who pick up and deliver meals from Richmond Hgt.
Hospital. Establish alternate volunteers to contact when absences occur.
2. Keep kitchen and driver volunteer names for each delivery day updated and establish a
program for substitution when planned or unexpected absences occur. (Ideally each
volunteer can ask another member to cover their shift without the need for outside
help, but this is not always possible).
3. Prepare daily routing sheets for each day's delivery and labels for each client delivery.
4. Prepare/track monthly meal deliveries for each client to be sent to the Treasurer for
invoicing and billing on the first week of the following month.
5. Purchase extra food supplies, e.g. water, milk, fruit as needed for meal preparation
6. Order/purchase kitchen supplies as needed, e.g. food prep gloves, hair nets, bags for
deliveries
7. Supervise kitchen operations during meal preparation (MWF mornings)
8. Communicate with food provider regarding weekly meals to be ordered and any other
pertinent information
9. Keep up to date on regulations for food preparation/service and communicate with
Ohio Board of Health
10. Occasionally deliver food to a client (if a volunteer is absent)
D. Communicate and work with the Board of Directors:
1. Develop a clear line of communication with the liaison to the Board of Directors (the
person to whom this position reports)
2. Attend Board Meetings, which are held every other month via Zoom or in-person.
Prepare report outlining client census, total meals served, and issues deserving Board
attention
3. Offer input on increasing the client base and efficiency of the organization’s operations
4. Provide information necessary to support the operation of the Board Committees
5. Help with fundraising events, newsletter content, and other community awareness
efforts as needed
1. Respond to current client requests for meal item changes, changes in meal delivery
days, and other general requests via both phone and email
2. Complete intake of information from new clients by interview and completion of their
client form. Assign new clients to a delivery route
3. Provide alternative choices for persons not eligible to be a MOW client, e.g. refer
to United Way when possible
B. Communicate with volunteers
1. Interview and collect information from new volunteers and determine where they can
best be positioned based on their interests.
2. Respond to phone and email inquiries from current volunteers. Establish a consistent
line of communication with each shift of kitchen volunteers and drivers
3. Assist with volunteer training
4. Establish/update volunteer protocols
C. Kitchen duties:
1. Determine schedule of volunteers who pick up and deliver meals from Richmond Hgt.
Hospital. Establish alternate volunteers to contact when absences occur.
2. Keep kitchen and driver volunteer names for each delivery day updated and establish a
program for substitution when planned or unexpected absences occur. (Ideally each
volunteer can ask another member to cover their shift without the need for outside
help, but this is not always possible).
3. Prepare daily routing sheets for each day's delivery and labels for each client delivery.
4. Prepare/track monthly meal deliveries for each client to be sent to the Treasurer for
invoicing and billing on the first week of the following month.
5. Purchase extra food supplies, e.g. water, milk, fruit as needed for meal preparation
6. Order/purchase kitchen supplies as needed, e.g. food prep gloves, hair nets, bags for
deliveries
7. Supervise kitchen operations during meal preparation (MWF mornings)
8. Communicate with food provider regarding weekly meals to be ordered and any other
pertinent information
9. Keep up to date on regulations for food preparation/service and communicate with
Ohio Board of Health
10. Occasionally deliver food to a client (if a volunteer is absent)
D. Communicate and work with the Board of Directors:
1. Develop a clear line of communication with the liaison to the Board of Directors (the
person to whom this position reports)
2. Attend Board Meetings, which are held every other month via Zoom or in-person.
Prepare report outlining client census, total meals served, and issues deserving Board
attention
3. Offer input on increasing the client base and efficiency of the organization’s operations
4. Provide information necessary to support the operation of the Board Committees
5. Help with fundraising events, newsletter content, and other community awareness
efforts as needed
Skills and Qualifications
- College degree preferred
- Ability to work and communicate well with seniors, their families/caregivers, and volunteers
- Patient, kind and compassionate team-player
- Excellent communication and marketing skills
- Proficient in Word, Excel, Email, Power Point, Google Docs, mobile apps and Quickbooks
- Highly organized
- Familiarity with the communities/geographic areas we serve a plus
- Valid driver license and reliable access to a vehicle
- Be able to lift at least 20 lbs.
- Experience working with a small nonprofit and Board of Directors a plus
- Nutrition background or experience in working with meal preparation, seniors a plus
Salary and Benefits
Pay Range: $23,400 - $25,500
Part-time: 25 hours
Two weeks PTO
Ability to perform some duties remotely
Phone and laptop provided
Opportunity to work with a group of volunteers dedicated to Meals on Wheels’ mission
Potential for pay raise after six months
To apply, please email your resume and a brief introduction (about yourself and why you would be a good fit for this position) to info@mealsonwheelsshaker.org. Candidates will be asked to submit references and undergo a criminal background check before final hiring decision is made. Interviews begin February 28th , 2022.
Part-time: 25 hours
Two weeks PTO
Ability to perform some duties remotely
Phone and laptop provided
Opportunity to work with a group of volunteers dedicated to Meals on Wheels’ mission
Potential for pay raise after six months
To apply, please email your resume and a brief introduction (about yourself and why you would be a good fit for this position) to info@mealsonwheelsshaker.org. Candidates will be asked to submit references and undergo a criminal background check before final hiring decision is made. Interviews begin February 28th , 2022.