Support Services Coordinator

Description

SUMMARY OF DUTIES: 

Provide excellent customer service through clerical duties related to clients, other departments, and outside agencies as deemed appropriate by management. Manage all front desk coverage and trains newly placed volunteers and staff. Assist in the assessment of participants’ appropriateness for meal service and coordination and implementation of services plans including information, referrals and linkage.  Ensure accurate and timely service to all clients and staff while maintaining confidentiality and exhibiting professionalism. 

RESPONSIBILITIES:

Support Services FeedMore WNY (FMWNY) and Hearty Helpings, Inc. (HHI):

• Place new clients on appropriate route, maintain efficient route directions, update client meal delivery status when appropriate, mapping of clients on home delivered meals 
• Accurately input daily client meal delivery changes
• Convey daily meal counts to commissary and field sites
• Assist with the preparation of meal labels and generate any same day client resumes
• Assist with posting mail
• Manage all front desk coverage and serves as back-up for any vacancies
• Train newly placed front desk volunteers or support staff. Log volunteer hours in CERVIS.
• Route telephone calls and assist with reception duties when needed
• Answer phone calls and assist clients, sites and volunteers accordingly
• Maintain accurate inventory for supply closet
• Manage site communication lockers and fulfill site supply requests
• Act as support for Ani-Meals, Angel Cards and birthday programs 
• Serve as a liaison between Client Services and Hearty Helpings to provide necessary coverage across departments. Perform essential duties and responsibilities to maintain productivity and fulfill any gaps in workflow.
• Regularly work side-by-side with HHI Office team to collaborate on smooth commissary operations
• Train on and maintain ongoing understanding of the daily administrative needs at HHI including but not limited to vendor service, POs, client and route management, system updates and other tasks as needed 

Nutrition/Social Work Support:

• Create and file client records
• Promote agency programs and nutrition needs through actively participating in professional and community activities.
• Assist with routine office tasks, copying, faxing, typing/word processing, e-mails, data entry, run monthly calendars monthly client summaries.
• Assist with special projects and substitute in other teams when necessary or appropriate. 
• Perform general clerical duties to include but not limited to: general copying, faxing, collating, labeling, and mailings.
• Assist in initiating home delivery service, refer to other appropriate resources, as needed, and provide continued follow-up, through serving of routes, visits, and phone calls. 
• Assist in intake responsibilities including initial call(s) with the referral source or applicant, completion of intake form and referral to the appropriate Social Worker and/or other case manager. 
• Assist in inquiries about home delivery service, provide back up and assistance to each other, as well as other case managers, work with appropriate staff to coordinate service delivery, and submit timely and accurate monthly statistical/activity reports and other reports as requested. 
• Assist with any and all mission work as needed and requested with some or no prior notice including, but not limited to: serving as a truck spotter, helping with Farm Market/Community Garden/Freight Farms/on and off-site food distributions, preparation of meals and serving home-delivered meals. 
• Other duties as assigned or needed. 

Requirements

• Associates degree in Business, Technology or related field or High School diploma or equivalent and three years office experience
• Proficient computer skills
• Good verbal and written communication skills
• Good organizational skills
• Knowledge of City of Buffalo and Erie County street locations.
• Current and valid New York State drivers license and access to an automobile.
• Must be capable of lifting a minimum of 35 lbs.