Nutrition Program Office Specialist II/Volunteer Coordinator

Rogue Valley Council of Governments; Grants Pass (OR); On-site; USD 24,000 - 26,000; Full time

Job summary

Rogue Valley Council of Governments is seeking an Office Specialist II/Volunteer Coordinator for Food & Friends in Josephine County. You will recruit, train, and schedule volunteers, maintain volunteer records, and perform a variety of advanced clerical tasks including phone support, data entry, and meeting coordination.

The ideal candidate is outgoing, collaborative, and passionate about volunteer service; you will also present to community groups and support events and fundraising efforts.

Qualifications

• Completion of high school or equivalent plus additional specialized training in office equipment including computers, word processing, spreadsheets, and database software.
• A minimum of 3 years of administrative and/or clerical experience; experience in volunteer coordination or as a volunteer preferred.
• Any satisfactory equivalent combination of education, experience, and training that demonstrates the knowledge, skills, and abilities to perform the duties of the job.

Responsibilities

• Recruits and retains program volunteers, screens volunteer applications, and conducts orientation and training.
• Enters new volunteer information into Salsa/DonorPro database. Supports in the distribution of volunteer recruitment material including but not limited to PSA’s, posters, and new briefs.
• Acts as a Qualified Entity Designee (QED) and handles confidential personal information for processing volunteer criminal background checks Responsible for processing criminal history background checks for volunteers.
• Schedules home delivered meal volunteer drivers for routes/distribution centers without Meal Site Coordinators.
• Ensures safe food transportation practices for all home delivery routes leaving from the Josephine County Senior Resource Center.
• Oversees the execution of meal delivery from the Josephine County Senior Resource Center to include the Preparation and reconciliation of daily meal counts reports.
• In partnership with Nutrition Program Director and the Jackson County Volunteer Coordinator, develops strategies for volunteer recruitment and retention, including volunteer appreciation activities and events.
• Makes presentations to service and community organizations for volunteer recruitment purposes.
• Responds to client inquiries regarding program services or changes to service and updates client Meal Service records.
• Follows up promptly and appropriately when clients do not answer the door and/or when volunteers report concerns, which in some cases may include the occasional home visit to check on clients that cannot be reached.
• Conducts first level mediation between volunteers, staff and/or clients and reports any concerns or further required action to the Nutrition Program Director.
• Provides assistance with Food & Friends events and fundraising projects.
• Assists in the general monitoring of upkeep and safety in the building and grounds, contacts local vendors to schedule service/maintenance as needed and communicates these issues to the Nutrition Program Director and RVCOG Human Resources Director.

Skills

Administrative experience

Volunteer coordination

Communication skills

Education

High school diploma or equivalent + office training

Job description

ABOUT FOOD & FRIENDS

Food & Friends is the only Meals on Wheels program serving Jackson and Josephine Counties. We deliver meals to the homes of older adults and eligible adults with disabilities who are unable to shop or prepare meals due to illness, injury, or disability. Our volunteer home delivery drivers provide vital social contact and a regular safety check to recipients of our meals. In addition to home delivered meals, Food & Friends provides congregate meals to seniors who are aged 60 or older at various meal sites in both counties.

ABOUT THE POSITION

The Office Specialist II/Volunteer Coordinator coordinates volunteer activities for Food & Friends in Josephine County including recruitment, retention, training, and scheduling of volunteers. Other duties include maintaining and managing accurate volunteer information records, and performing a wide variety of advanced level administrative tasks including phone support, word processing, spreadsheet maintenance, database processes, document organization and filing, meeting organization, transcription and distribution of meeting minutes, customer service, preparing correspondence, proofreading and editing, and other general office support.

THE PERSON

The ideal candidate possesses an outgoing personality, thrives in a fast-paced environment, is passionate about volunteer coordination and service delivery through volunteering, and excels in a collaborative team environment. An ability to make presentations to service and community organizations is required. This position also requires a commitment to supporting the Food & Friends program and the volunteers who make it all possible.

SALARY

Employees will be placed in the salary range based on experience and qualifications. Employees are eligible for a step increase after successfully completing a six-month trial service period and annual step increases thereafter.

Hiring Salary Range:

$17.45 to $19.12 per hour, depending on experience and qualifications. A higher wage may be considered for a more experienced candidate.

Terms:

Full-time - 40 hours per week | Non-exempt with benefits

DESIRABLE QUALIFICATIONS

• Education: Completion of high school or equivalent plus additional specialized training in office equipment including computers, word processing, spreadsheets, and database software.
• Experience: A minimum of 3 years of administrative and/or clerical experience; experience in volunteer coordination or as a volunteer preferred.
• Substitution: Any satisfactory equivalent combination of education, experience, and training that demonstrates the knowledge, skills, and abilities to perform the duties of the job.

SPECIAL REQUIREMENTS

• License: Possession of, or the ability to obtain and retain, an Oregon driver license by the time of appointment, or otherwise have immediate point-to-point transportation available.
• Vehicle: Possession of, or permanent access to, a personal vehicle.
• Other: Pass Criminal History Background Check; demonstrate knowledge and proficiency in the use of computer software; obtain and retain an Oregon Food Handler card and State QED Certification to process Criminal History Background Checks within one month of hire.

Essential Job Functions

1. Recruits and retains program volunteers, screens volunteer applications, and conducts orientation and training. Ensures an adequate number of volunteer home delivered meal drivers for the Meals on Wheels program. Assists Meal Site Coordinators in recruitment of meal site volunteers;
2. Enters new volunteer information into Salsa/DonorPro database. Supports in the distribution of volunteer recruitment material including but not limited to PSA’s, posters, and new briefs;
3. Acts as a Qualified Entity Designee (QED) and handles confidential personal information for processing volunteer criminal background checks Responsible for processing criminal history background checks for volunteers;
4. Schedules home delivered meal volunteer drivers for routes/distribution centers without Meal Site Coordinators;
5. Ensures safe food transportation practices for all home delivery routes leaving from the Josephine County Senior Resource Center;
6. Oversees the execution of meal delivery from the Josephine County Senior Resource Center to include the Preparation and reconciliation of daily meal counts reports;
7. In partnership with Nutrition Program Director and the Jackson County Volunteer Coordinator, develops strategies for volunteer recruitment and retention, including volunteer appreciation activities and events;
8. Makes presentations to service and community organizations for volunteer recruitment purposes;
9. At the discretion of and as directed by the Nutrition Program Director, appears or speaks in media and radio presentations;
10. Responds to client inquiries regarding program services or changes to service and updates client Meal Service records;
11. Follows up promptly and appropriately when clients do not answer the door and/or when volunteers report concerns, which in some cases may include the occasional home visit to check on clients that cannot be reached;
12. Conducts first level mediation between volunteers, staff and/or clients and reports any concerns or further required action to the Nutrition Program Director;
13. Provides assistance with Food & Friends events and fundraising projects;
14. Assists in the general monitoring of upkeep and safety in the building and grounds, contacts local vendors to schedule service/maintenance as needed and communicates these issues to the Nutrition Program Director and RVCOG Human Resources Director;
15. Receive, interpret, and implement job-related instruction, guidance, coaching, and training (both formal and informal) while progressively improving skills and overall success in performing assigned duties;
16. Incorporate feedback in a constructive manner that demonstrates understanding of any concern and an ability and willingness to achieve the required consistent and sustained improvement; and
17. Performs a wide variety of advanced clerical and administrative tasks including phone support, word processing, database maintenance, document organization and filing, meeting organization, transcription and distribution of minutes, customer service, general business correspondence, and other general office support.

WORKPLACE ACCOMMODATIONS NOTICE

Rogue Valley Council of Governments is an equal opportunity employer and does not discriminate on the basis of race, religion, color, gender, age, national origin, disability, veteran status, sexual orientation, gender expression, or any other classification protected by law.