Please note: While many positions are remote/work from home during this time, this position requires to be onsite at our Maplewood, MN location.
JOB TITLE: CSFP Administrative Representative
DEPARTMENT: Commodity Supplemental Food Program (CSFP)
SUPERVISED BY: Senior Programs Supervisor
# OF DIRECT REPORTS: N/A
HOURS: Part-Time; 22 hours/week
LOCATION: Maplewood, MN
The responsibilities of the CSFP Administrative Representative consist primarily of overseeing a caseload of CSFP Distribution Sites to ensure proper administration of the CSFP program. The CSFP Administrative Representative will demonstrate high quality customer service, strong verbal and written communication skills, and accurate and timely data processing and record keeping in the implementation of the program while supporting the overall mission of Second Harvest Heartland.
DUTIES AND RESPONSIBILITIES
- Data Entry and Record Keeping
- In an accurate and timely manner, complete all assigned aspects of the CSFP food distribution paperwork and reporting.
- Accurately maintain, enter and process CSFP client information.
- Efficiently complete and process client certifications and re-certifications as well as monthly issuance logs.
- Accurately maintain CSFP records, files and the information necessary for program reporting. Store records appropriately in an organized and readily accessible manner.
- Communicate with partner agencies and individual customers by phone or in writing in a timely, accurate and professional manner.
- Receive all incoming calls to 2HH from individuals seeking assistance; determine eligibility for CSFP, if necessary make appropriate referrals for 211, Fare for All, local food shelf, Senior Linkage Line or other food bank questions. Work with all walk in individuals as back up for the CSFP Distribution Representative.
- Provide CSFP clients with additional food resources by explicitly prescreening for SNAP eligibility, record and refer likely eligible clients to SNAP Outreach Team
- Become knowledgeable in the basics of MN SNAP so as to refer participants as appropriate
- Customer Service
- In a courteous and appropriate manner, work with internal staff, external agencies, and clients to facilitate the timely, organized and efficient implementation of CSFP policies and procedures and other referrals.
- Place and respond to internal and external phone calls, e-mails, and questions completely and promptly.
- Receive and respond to all client communication in a polite and timely manner, facilitating the solution of problems or dissemination information as needed.
- Organize and facilitate the distribution of program appropriate health, nutrition and community information to clients and site partners.
- In a positive, safe and supportive manner, greet, train, supervise and direct volunteers to facilitate the completion of tasks and procedures of CSFP.
- Assist in Maplewood drive-thru and occasionally at sites as needed as back up for Site Partners and the CSFP Distribution Representative.
- Program and Agency Support and Outreach
- Complete all aspects of distribution of CSFP product, the implementation of other product distribution processes and day-to-day department function. Support the overall CSFP department efforts to provide high quality program implementation.
- Present and sell prospective Site Partners on the merits of the program and how they can benefit their community/communities.
- Identify potential outreach situations and recruit/register individuals to CSFP
- Provide support and training for existing Site Partners, answering questions and relaying information. Visiting sites as necessary to assist or to train Site Partners and volunteers.
- Manage volunteers, both in office and out at sites.
- Participate in all other CSFP program functions as assigned to include but not be limited to: physical inventories, staff meetings, trainings, warehouse organization, and the organization and cleaning of assigned areas of CSFP.
- Demonstrate respect for all types of diversity.
- Appropriately implement all processes and procedures of CSFP and Second Harvest Heartland.
- Perform other duties as assigned by supervisor.
- Demonstrate behavior consistent with SHH’s mission, vision, and values daily.
- Understand safety policies and actively promote safe practices in the workplace.
- Ability to build strong, constructive relationships with a diverse range of individual and organizational partners, where common goals can be discovered, jointly shared and owned for maximum impact.
- Demonstrate the ability to support the work of others. A high level of understanding and respect for the urgency and needs of others. Ability to see how actions impact others. Willingness to put the needs of internal and external customers first.
- Support innovation with an openness to new ideas, learning from others and flexibility to support change as needed.
- Demonstrate the ability to identify issues or areas of improvement and the willingness to address them.
- Maintain confidentiality of personal information of employees, clients, volunteers, donors and others.
- Demonstrated enthusiasm and positive attitude.
- A combination of education and experience generally attained through a High School diploma or equivalent, with some college preferred, and a minimum of 1-year experience in data entry and administrative work.
- Demonstrated ability to effectively communicate in verbal and written English – bilingual abilities preferred (Spanish, Hmong, Russian, Somali, etc.).
- Demonstrated exceptional customer service skills to create a welcoming and inclusive environment where everyone is welcomed and valued.
- Ability to maintain confidentiality of sensitive information
- Demonstrated familiarity with Microsoft Office, Office 365 and the ability to learn other computer software programs.
- Ability to recognize and respond appropriately to situations requiring follow-up of further action.
- Previous volunteer management experience preferred.
- Ability to work with flexibility, efficiency and enthusiasm, both individually and as part of a team in a fast-paced, high-demand environment.
- Strong organizational skills, detail oriented, written and verbal communication skills, flexibility, cooperative, initiative and numerical aptitude. Time management techniques in adhering to deadlines and balancing workload.
- Demonstrated ability to plan, manage and follow through on multiple daily tasks and projects.
- Current driver’s license and good driving record with a minimum of one year of experience.
How to apply
To apply, please visit www.2harvest.org. Click on About Us and then Careers. Click on job title to apply.
Second Harvest Heartland is an EOE/AA employer.