Administrative & Kitchen Support Specialist (Community Kitchen)

Cerro Gordo County•Mason City Junction, IA

6d•$16 - $18•Onsite

About The Position

This is a part-time position at The Community Kitchen, a non-profit organization dedicated to providing meals to those in need. The role is responsible for providing administrative support to ensure the efficient operation of the office. Additionally, the position involves offering excellent support to clients, staff, and community partners across multiple programs. The specialist will also assist with time-off coverage and overflow duties for the Kitchen Coordinator, Kitchen Lead, and Director as needed. The typical schedule is Monday through Friday, 5 hours per day, totaling 25 hours per week, usually from 8:30 am to 1:30 pm. However, occasional evening and Saturday work may be required for time-off coverage, and weekday holidays may also require work to support the Meals on Wheels program, with compensatory time off provided.

Requirements

Must be 18 years of age or older.
Associate degree or equivalent education, or a minimum of 2 years related work experience.
Computer competency is required.
Proficient in business-related technology including Microsoft Office and Google Workspace.
Ability to work both independently and in a team setting.
Able to work with a minimum amount of supervision and guidance.
Strong verbal and written communication skills are required.
Attention to detail is required.
Ability to work with interruptions while maintaining accuracy and completing tasks by deadlines.
High degree of confidentiality is required. Must maintain confidentiality of client, financial, and agency information, and other information as instructed.
Excellent interpersonal skills are essential.
Must be able to relate to and work effectively with a variety of groups, individuals, and clients with diverse needs.
Must be able to interpret, follow, and train others in health and safety practices and procedures applicable to The Community Kitchen.
Able to work with interruptions while maintaining food safety, and safety in the kitchen and facility.
Must be able to stand for extended periods of time.
Must be able to lift and carry 30 pounds frequently, and up to 50 pounds infrequently.
Must be able to operate kitchen equipment such as stoves, slicers, dishwashers, mixers, etc., and explain proper operation and use to many different volunteers.
Must be able to drive company van to pick up food donations.
Certified, or able to pass food certification course (ServSafe), to assure compliance with federal and state regulations regarding health and safety guidelines.
Must possess a valid Iowa state driver’s license and own and operate a motor vehicle (car).
Must have a good driving record and be insurable to drive a company vehicle.
Pre-employment physical, drug screen, criminal background check, and reference checks required.

Responsibilities

Provide administrative support and maintain efficient operation of the office.
Answer phone and email inquiries.
Handle correspondence in a timely and professional manner.
Perform data entry and record keeping.
File physical and electronic documents.
Complete daily reporting and other administrative tasks.
Ensure all paperwork, reports, memos, invoices, tabulations, letters, and acknowledgements are completed and filed promptly.
Occasionally run errands to the post office, CPA, meal delivery locations, etc.
Act in a professional manner reflecting the mission of The Community Kitchen and Meals on Wheels.
Maintain a peaceful environment in the office and facility.
Perform other clerical and administration tasks as directed.
Create invoices and statements in QuickBooks.
Record payments from customers, MCOs, and other payors in QuickBooks and other professional software.
Communicate with customers, MCOs, and other payors regarding billing and/or payment issues.
Record donations and other payments for the Community Kitchen.
Create thank you letters and other acknowledgments for donations.
Review invoices, donations, and deposits and prepare them for the contracted CPA.
Help schedule volunteer groups and individuals by communicating with volunteers and preparing monthly and yearly volunteer calendars.
Confirm volunteer commitments via email, phone, and mail.
Communicate with clients for multiple programs via phone, email, etc.
Keep a record of all client communication.
Onboard new clients by answering questions and completing new client forms.
Update existing client information as needed.
Enter client information into Management Information System, QuickBooks, Microsoft Office documents, and/or Google Workspace documents, ensuring accuracy.
Provide time-off coverage and overflow duties for kitchen employees, including the Kitchen Coordinator and Kitchen Lead.
Comply with Federal, State, and local rules and regulations regarding food safety and quality standards.
Demonstrate knowledge of food sanitation.
Prepare and serve the weekday lunch meal, the evening meal, and/or the Saturday lunch meal.
Oversee volunteers during meal services.
Adhere to all Community Kitchen Policy and Procedures related to food preparation and safety, cleanliness, setup, gleaning, recycling, waste, cleanup, security, and personnel.
Pick up, receive, store, and inventory perishable and nonperishable food items.
Act in a professional manner reflecting the mission of The Community Kitchen.
Maintain a peaceful environment in the facility.