Meals on Wheels Administrative Coordinator

4 weeks ago

Salem, United States Marion Polk Food Share Full time
Position Overview

Title: Meals on Wheels Administrative Coordinator

Position Type: Regular Full-time 32-40 hrs./week

Salary: $18.27 - $20.00

This position is eligible for a 5% bilingual differential if the successful candidate meets the Food Share standard?on an oral proficiency exam.

** This position is Open Until Filled - Applications will be first reviewed on 11/25/2024 and after that as they are received. For immediate consideration, apply by 11/21/2024

Schedule: Mon-Fri 8am-3pm (Depending on availability, this may change to 4pm)

Summary of Role: The Meals on Wheels (MOW) Administrative Coordinator will conduct general office procedures in the Marion Polk Food Share Meals on Wheels office. The Administrative Coordinator is primarily responsible for reception duties, file maintenance, client intake, enrollment and retention and other projects as assigned.

Apply if You Are...

A Strategic Thinker. You're a strong conceptual thinker who can easily grasp and navigate a range of concepts, relate them to one another, and translate those concepts into strategies and practical actions.

A Flexible Worker. You are not afraid to step outside your job description or comfort zone to help the team reach its goals. You are comfortable with shifting schedules and don't expect every day to go "as planned." You are happy to challenge someone's assumptions and to have your assumptions challenged in return.

Resourceful & Adaptable: You're at ease with ambiguity and rapid change. You possess a positive, can-do attitude, and are adept at identifying creative solutions to obstacles. You can juggle many important responsibilities at once and you're rigorous about prioritizing.
  • Are committed to diversity, equity, and inclusion, and want all people you work with to have a sense of belonging.
Your responsibilities as the MOW Administrative Coordinator will include:

Office Administration:
  • Conducts daily office reception duties, including answering a high volume of phone calls.
  • Checks email and voicemails on a regular basis and responds promptly to program inquiries and client requests.
  • Greets visitors to the Meals on Wheels office, assists them with client services and volunteer applications or connects them promptly with appropriate staff.
Client Services:
  • Practices an extremely high level of customer service with Meals on Wheels clientele.
  • Handles customer complaints in a professional manner.
  • Conducts client intakes and enrollments, inputs daily meal changes, answers service questions and provides referrals to other services.
  • Effectively utilizes Meals on Wheels software on a regular basis to input and track client information. Maintains accurate client records.
  • Professionally and promptly handles emergency situations when delivery to client is not possible and notifies emergency contacts.
  • Communicates with social service agencies and professionals concerning client welfare. Makes referrals to Protective Services when neglect, exploitations and/or abuse of a senior or disabled person is suspected.
  • Handles new client intakes and records transactions for the Older American Act meals. Ensures that NAPIS forms are filled out at the start of service and routed to Northwest Senior and Disability Services (NWSDS). Assists with coordinating and scheduling of home visits and phone reassessments.
  • Other duties as assigned.
About Marion Polk Food Share

We are the regional food bank bringing people together to end hunger and its root causes in Marion and Polk Counties. Support from our local community makes it possible for the Food Share to collect and distribute nutritious food for children, adults, and seniors through more than 100 partner programs, including food pantries, meal sites and home-delivered meals and to carry out programs to address the root causes of hunger.

Our Mission: "to bring people together to end hunger and its root causes."

At the Food Share, our commitment is to:
  • Treat all people as our neighbor.
  • Encourage creativity and be willing to take risks.
  • Listen first and seek to understand.
  • Focus on shared goals.
  • Celebrate diversity, ensure dignity, and act equitably.
Job Conditions:

Work is performed primarily in an office environment but will also require operating a motor vehicle to make trips to sub distribution sites and to drive MOW routes in Salem. Routes usually consist of 5-15 stops and requires the ability to carry full Meals on Wheels bags which can weigh up to 30 pounds. Work may be performed seated or standing for prolonged periods of time. Regular use of a computer and common office equipment. May frequently lift, move, and carry objects up to 30 pounds. Regular use of stairs and/or elevator. During travel, work is subject to varying indoor and outdoor temperatures and road and walkway surface in all seasons.

Remote work is NOT possible for this position.

The Food Share provides essential services to our neighbors in Marion and Polk counties. As a result, all Food Share employees may be asked to report to work during local public health, weather, or other environmental emergencies.

More on Compensation:

The Food Share provides all employees with the following benefits:
  • Competitive pay
  • 12 paid holidays each year
  • Earned vacation and sick leave
  • Employee Assistance Program
  • 401K retirement contributions
The employee in this regular, full-time position is also eligible to receive a comprehensive benefits package that includes:
  • Contributions towards Medical, Vision and Dental Insurance for employee and dependents
  • Employer paid Disability, Life Insurance, and AD&D Insurance.
To perform this job successfully, an individual must be able to perform each essential function and physical demand satisfactorily with or without a reasonable accommodation. EOE.

All candidates will need:?
  • Associates degree or one year of experience in reception or customer service, preferred.
  • Experience working with seniors, disabled persons or in the nonprofit sector, preferred.
  • Basic skills and experience in Microsoft Office Suite required.
  • Database experience preferred.
  • Vehicle in good working condition, valid Oregon driver's license and proof of auto insurance required.
  • Mileage reimbursement is included when driving your own vehicle.
  • Must pass pre-employment drug screen (excluding THC) and full background check, including eligibility to work with vulnerable populations.
  • Must pass driving record check and be insurable through Marion-Polk Food Share's vehicle insurance policy.?
The most competitive / strongest candidates will possess a combination of the following background, skills, experience, and knowledge. We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed.
  • Ability to provide excellent customer service while working with a high needs' population.
  • Excellent verbal and written communication skills.
  • Highly organized and detail oriented with data and complex paperwork.
  • Ability to prioritize and balance conflicting demands.
  • Ability to understand and communicate Meals on Wheels policies and apply them when necessary.
  • A commitment to the mission of Marion Polk Food Share and serving older adults in need.
  • Effective team player and ability to mediate conflict.
  • Commitment to engagement in diversity, equity, and inclusion work
  • Care and concern about food-insecurity in our community and a desire to make a difference.

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