Project: South Coast Food Share
Reports To: Essential Services Director
Revised Date: 01/25/12
Staff Supervised: None
Salary Range: Discretionary
Hours: Full Time Exempt
Primary Purpose: The Pantry Relations Liaison will be responsible for supporting partner agencies and coordinating agency communications with SCFS supervisory staff and the Director of Essential services.
- Be knowledgeable about all pantry files and assist pantries in providing documentation. Work with SCFS staff and pantries to ensure pantry files are up to date, utilizing the 6-section tracking folder with the existing PA categorical files to track all pantry related matters. Folder section will include items like
- Pantry applications - with all communications related to the application Current SCFS Pantry agreement (these should be reviewed yearly)
- Current Pantry board of directors list (this should be reviewed and updated at each monitoring) Current list of pantry volunteers
- Monitoring dates and outcomes, any corrective action
- SCFS deliveries, acceptance sheet, returned product, etc
- SCFS (network meetings) change the name SCFS and Pantry meetings, notes, correspondence, communications, returned call logs
Communication and Education:
- Serve as the point of contact for pantries, relaying all matters through email or phone. All matters need acknowledged that day.
- Communicate regularly with Pantries to provide support, encouragement and technical assistance.
- Provide an initial visit to each pantry to provide support and encouragement. Each visit should offer introductions and an assessment of what they need; how can we help; what is working and not; and how we can increase and improve the distribution of food to the people we serve.
- Facilitate communication between SCFS and Pantries by utilizing a step-by-step process with tracking forms to collect and respond to Partner Agency concerns and issues.
- Meet with pantries monthly to offer ongoing support (or as often as possible monthly may be a burden on PAs). Notify and invite ORCCA board and pertinent staff to each meeting. Meetings should include:
- An agenda with a structure (topics to include: product delivery, driver customer service, billing, credits memos, etc.).
- When a pantry identifies ongoing concerns, the Liaison must set a time off line to meet with that pantry to identify and begin the process of resolving those concerns.
- Advance notification with request for agenda items
- Meeting locations need to made with pantries in mind
- The resolution of all issues and concerns will be documented and kept on file. Copies provided to the PA management and their board of director.
- PA requirements for attending trainings will be reviewed and tracked to insure that PA's attend the minimum number of PA meetings needed to maintain good communications and a current knowledge of procedures at each PA.
- Review product delivery log, and contact pantry immediately if product is refused and concerns are brought up. These concerns will be tracked in coordination with the Director of Operations.
- Encourage the use of reliable communications processes by SCFS PA's.
- Identify PA's with barriers to using fax machines, and email effectively and work with them to acquire equipment or provide training.
- Train staff or resolve problems that create spotty communications.
- As travel and resources permit, conduct refresher on-site training for PAs by community or region. Trainings could provide a review or procedures or administer the required Civil Rights, and Food Safety Classes as needed. These visits can be tailored to meet the needs of the one or more PA's at a time.
Provide Resources for Pantries:
- Publish an annual SCFS PA director's manual using the same content as the PA director's course. Update this on an annual basis and provide in hard copy and on line. Work with the Development Team on all aspects of production.
- Work with Development department to start and maintain a Pantry section on the website that pantry members or volunteers can share receipts or other helpful information, so that pantries are a part of ORCCA and SCFS.
- Implement the online pantry director's training program. Pantry directors may choose to complete this online training on an annual basis. The course will review all current SCFS processes partner agency membership agreements, civil rights, safe food handling, customer service.
- Regular attendance is a requirement of the position, including possible evening or weekend activities that may require in or out of area travel
- Maintain required records, reports, and files in an organized and appropriately confidential manner by documenting procedures and results
- Maintain good professional relationships with all programs, staff, and partner agencies
- Promote ORCCA's mission and vision to the community through written and oral communication
- Other duties as assigned
Required Knowledge, Skills and Abilities:
- Excellent written, oral, and presentation communication skills
- Working knowledge of standard professional writing conventions such as basic grammar, spelling, AP and/or other professional styles
- Ability to communicate with diverse community partners and organizations with diplomacy and tact
- Ability to input data and generate and utilize information from a computer or digital device
- Intermediate knowledge of Microsoft Word, Excel, PowerPoint, mail programs, internet and social media tools; ability to learn new technologies and software programs as needed
- Demonstrated ability to work both independently and as a member of teams/committees
- Ability to effectively delegate to others and to track and evaluate their results
- Strong organization, problem-solving, and analytical skills
- Versatility, flexibility, initiative, and willingness to work within constantly changing priorities with enthusiasm
- Ability to manage multiple projects with changing and overlapping deadlines
- Ability to organize work effectively with great attention to detail.
- Passion, enthusiasm, focus, creativity, and a positive outlook especially in high stress conditions
- Professional appearance and demeanor
- Level IV: Four years paid experience and/or training directly related to the above knowledge, skills, and abilities is required. An Associate Degree or Certificate in a related field may be substituted for up to two years paid experience
- Geographic Area: Coos, Curry, and Western Douglas Counties
- Primary job site: Newmark Center
- May lift items up to 51 pounds with or without reasonable accommodations.
- Open work stations and cubicles with moderate noise
- Primarily indoors, in a climate-controlled environment; may not have access to sunlight. Occasional activities outside in a non-climate controlled environment.
- May have periodic evening and/or weekend activities
- Licenses: A current Drivers License is required
- Proof of automobile liability insurance @ $100,000/300,000 liability limits & maintain such limits
- Reliable method of getting to work
- Must be free from illegal drugs, may be subject to suspicion testing
- Must be able to pass the Criminal Background Check
- Able to drive/travel long distances
- Attend and participate in meetings for as long as four hours at a time
- Ability to work in excess of eight hours per day and during evenings as required
ASPIRATIONS: the following is a list of aspirations that apply to all ORCCA positions
- Teamwork - We join our individual strengths together creating teams and circles of cooperation to promote innovative thinking and bring opportunity to our community.
- Partnerships - We create collaborative community partnerships to best leverage all resources available for the benefit of the community.
- Diversity - We welcome and accept differences, and honor our co-workers and clients by treating each person with equality, dignity, and respect.
- Confidentiality & Ethics - We maintain a high standard of ethics and integrity to respect the confidentiality of clients and staff.
- Physical Safety - We respond promptly to address health and safety needs or concerns for clients and staff.
- Communications - We encourage timely, open-minded, respectful, and direct communication to alleviate controversies and foster a safe, productive workplace.
- Health & Sustainability - Recognizing the importance of physical, emotional, and environmental health, we seek to inspire and model healthy, sustainable living.
- Public Relations - We recognize that each of us represents the entire agency in our public interactions and strive to act in a consistently professional and unbiased manner.
- Professional Growth - We provide an environment supportive to personal and professional growth, cross training, and advancement
SIGNATURES & DATES - The following signatures are required to confirm the accuracy and completeness of the Job Description; that essential functions are aligned with organization goals and objectives; to validate that it is clear, concise and supports compliance with legal considerations; and employee understanding of the job requirements. NOTE: Because jobs change, management reserves the right to add to or change the duties of the position at any time.
NOTE: The specific statements reflected in each section of this position description are not intended to be all-conclusive, but rather the basic elements and criteria considered being necessary in order to satisfactorily perform the duties associated with the position.
APPLICATION REQUIREMENTS: (items to return with application)
-- Incomplete applications will not be accepted. --
You MUST have the below items included in order for your application to be processed.
- Cover letter
- Copy of any Degree
- Copy of any Certificates related to position
- References – 3 personal and 3 professional
Please send your submission to the following address:
Oregon Coast Community Action
2110 Newmark Avenue
Coos Bay, OR. 97420
Phone - (541) 435-7746
Fax - (541) 435-7762
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