Agency Office Manager

Community Harvest Food Bank•Fort Wayne, IN

1d•Onsite

About The Position

The Agency Office Manager is responsible for the daily operations of the Agency office, including supervising, recruiting, interviewing, and training Agency Office Representatives. This role serves as a role model for staff, designs and leads educational efforts for affiliate partners to enhance their knowledge of hunger programs and operational practices, and fosters a spirit of customer value and dignity. The manager oversees and monitors affiliate partners for compliance with policies, procedures, and food safety standards, implementing remedial actions as needed. They establish a schedule for biannual monitoring of each affiliate partner, oversee monthly statistical gathering and reporting, and maintain the Affiliate Partner Handbook. This position acts as a liaison between the food bank and affiliate partners, executing Partner Advisory Committee meetings quarterly, planning Agency Day, and reviewing/approving new agency applications. The manager is also responsible for entering and submitting Emergency Vouchers, preparing orientation sessions for new partners, and conducting ongoing workshops on record keeping and sanitation. Additionally, they recruit and establish guidelines for potential affiliate partners and supervise the maintenance of all affiliate partner files. The role also includes arranging front desk coverage during breaks and absences.

Requirements

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

Nice To Haves

Experience working with social service agencies preferred.
Ability to speak Spanish is desirable.
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.).

Responsibilities

Management of daily operations in Agency office including directly supervising, recruiting, interviewing & training Agency Office Representatives.
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.
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.
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.