What are the responsibilities and job description for the Food Programs Manager position at Grace Place for Children and Families?
Job Title: Food Programs Manager
Reports To: Chief Human Resources Officer
Classification: Full-time, Exempt
Supervisory Responsibilities: Food Service Associate
Date: 01/21/2025
Our Mission: Grace Place puts faith into action providing pathways out of poverty by educating children and families.
Summary/Objective:
Under the leadership and guidance of the Chief Human Resources Officer The Food Programs Manager at Grace Place for Children and Families is responsible for managing the organization's Food Pantry operations and managing the Child Care Food Program (CCFP). This role includes coordinating food acquisition and food distribution, ensuring compliancewith food safety standards, maintaining inventory, and supervising staff and volunteers. The Food Programs Manager plays a critical role in supporting food security and nutrition for the families and children served by Grace Place. The Food Programs Manager is responsible for managing the performance and activities of the Food Service Associate, ensuring effectivedaily food service operations and adherence to program guidelines.
Essential Duties and Responsibilities:
Food Pantry Management:
Education:
As members of the Grace Place team we all value and support the Grace Place Vision, Mission, and Organizational Core Values.
Work Environment: Position requires working in numerous locations which include varied temperature, noise level, and other factors that may affect a person’s working conditions while performing the job.
Position Type and Expected Working Hours: Anticipated working hours of approximately 8:30am – 5 pm Monday through Friday, including some evenings and weekends as needed.
Organizational Competencies:
The following competencies are organizational in that all Grace Place employees are expected to exhibit these competencies and will be part of the basis for their performance evaluation.
Work Ethic and Commitment: Extent to which the employee takes pride in his or her work, and is dedicated and committed to excellence in personal goals and organizational mission. The extent to which a significant volume of quality work is performed efficiently in a specified period of time; the employee is a peak performer with a high energy level.
Initiative and Problem Solving: Degree to which employee takes active steps to set and achieve tasks/goals on a timely basis. Is a self-starter and solution-seeker who possesses a sense of urgency and takes action with minimal instruction. Is able to identify issues/problems and possible solutions and is willing to act on the solutions.
Service Orientation: Extent to which the employee understands and exhibits behaviors that enhance and improve the experience of various stakeholders: students/families, volunteers, donors/supporters, and community partners. Knows and acts upon what it takes to deliver value. Makes a genuine effort to listen to stakeholders and seeks to understand and resolve needs/issues.
Judgment and Decision Making: Ability to arrive at sound decisions in a timely manner with positive results. Understands and utilizes core values of the organization and relevant policies and seeks appropriate guidance when needed.
Quality, Care, and Dependability: Extent to which work is accurate, thorough, and neat. Degree of reliability in performing tasks, following instructions, and meeting deadlines. Employee possesses the ability to produce reliable work without follow-up or inspection.
Teamwork and Interpersonal Relations: Extent to which employee is positive and projects a willing-to-please attitude, cooperation, and team spirit. Understands goals of the department, as well as collaboration with other departments, and is willing to accommodate the personnel, tasks, and situations involved in order to accomplish department and organizational goals. Consider employee relationships with other staff, volunteers, students/families, and community partners.
Communication Skills (oral and written): Communicates effectively and accurately both orally and in writing with individuals and groups; presents ideas in an organized, clear and concise manner; employs tact and discretion; listens well; offers appropriate feedback. Listens to others. Communicates with a clear message and is open to different perspectives. Ensures that the receiver hears and understands the message.
Job Knowledge and Technical Skills: Extent to which the employee possesses the practical and technical knowledge of duties, functions, work safety procedures, policies, and takes responsibility for reviewing and upgrading areas of expertise and development of new skills as needed.
Planning and Organizing: Level of effectiveness in planning and organizing daily work. Ability to achieve short- and long-range objectives. Assess organization of work and time management skills.
Professional Image: Extent to which the employee projects a professional image through appearance, conduct, and work areas.
Equal Employment Opportunity Statement:
Grace Place values diversity in the workplace and among our partners and other stakeholders.
It is the policy of Grace Place to provide equal employment opportunities to all qualified employees and applicants on the basis of experience, training, education, and ability to do the available work without regard to race, color, religion, sex, national origin, age, disability, marital status, pregnancy, veteran status, sexual orientation, gender identity, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by Grace Place where appropriate.
Employees and applicants shall not be subjected to harassment, intimidation or any type of retaliation because they have (1) filed a complaint; (2) assisted or participated in an investigation, compliance review, hearing or any other activity related to the administration of any federal, state or local law requiring equal employment opportunity; (3) opposed any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercised any other legal right protected by federal, state or local law requiring equal opportunity.
The above-mentioned policies shall be periodically brought to the attention of supervisors and shall be appropriately administered. It is the responsibility of each supervisor at Grace Place to ensure affirmative implementation of these policies to avoid any discrimination in employment. All employees are expected to recognize these policies and cooperate with their implementation. Violation of these policies could be considered a disciplinary offense.
Disclaimer:
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.
Reports To: Chief Human Resources Officer
Classification: Full-time, Exempt
Supervisory Responsibilities: Food Service Associate
Date: 01/21/2025
Our Mission: Grace Place puts faith into action providing pathways out of poverty by educating children and families.
Summary/Objective:
Under the leadership and guidance of the Chief Human Resources Officer The Food Programs Manager at Grace Place for Children and Families is responsible for managing the organization's Food Pantry operations and managing the Child Care Food Program (CCFP). This role includes coordinating food acquisition and food distribution, ensuring compliancewith food safety standards, maintaining inventory, and supervising staff and volunteers. The Food Programs Manager plays a critical role in supporting food security and nutrition for the families and children served by Grace Place. The Food Programs Manager is responsible for managing the performance and activities of the Food Service Associate, ensuring effectivedaily food service operations and adherence to program guidelines.
Essential Duties and Responsibilities:
Food Pantry Management:
- Responsible for the Food Pantry Distribution Setup, Cleanup, Managing Two Volunteer Pantry Shifts, and Retail Pickup.
- Leads the distribution as a Client Choice Pantry following all best practices.
- Coordinate food ordering and acquisition throughout the week and month to maintain adequate inventory levels and within budget.
- Develop and maintain relationships with local food banks, such as the Harry Chapin Food Bank of Southwest Florida and Midwest Food Bank, as well as other donors and community partners, to secure consistent food resources along with coordinating community food drives.
- Recruit, train, schedule, and supervise staff and volunteers involved in pantry activities.
- Collaborate with the Volunteer Coordinator to ensure adequate levels of volunteers and staff.
- Maintain accurate records and analyze reports on pantry usage, inventory levels, and program impact.
- Responsible for the Food Pantry Distribution Setup, Cleanup, Managing Two Volunteer Pantry Shifts, and Retail Pickup.
- Ensures the proper registration forms are on file and all registration procedures are followed.
- Lead by example by loading, unloading, and assisting with proper setup and cleanup of the food pantry and storage areas.
- Manage communications with Retail Store Donations, Harry Chapin and Midwest Food Bank.
- Ensure the Food Van is kept in good working order and operated only by individuals with valid licenses, insurance, and driver agreements on file.
- Serve as a backup bus driver when needed.
- Responsible for Feeding America Reporting and SIMC reporting.
- Maintain cleanliness in the pantry, leading and overseeing regular and scheduled deep cleanings to ensure a safe and hygienic environment.
- Plan and prepare food for all field trips, ensuring nutritional and logistical requirements are met.
- Perform all other duties assigned by CHRO or Executive Leadership Team.
- Child Care Food Program (CCFP):
- Manage CCFP in collaboration with the School Age Programs & Bright Beginnings. Coordinate food ordering and acquisition to maintain adequate inventory levels and maximize the use of CCFP resources throughout the week and month.
- Administer the CCFP in compliance with USDA guidelines and state regulations.
- Develop menus within budget that meet nutritional standards and address the dietary needs of children enrolled in Grace Place programs.
- Train staff on proper food handling, portion control, and adherence to CCFP requirements.
- Monitor meal preparation and service to ensure compliance with safety and quality standards.
- Manage meal counts, claims, and documentation to ensure accurate reporting and timely reimbursement.
- Food Service in Programs at Grace Place:
- Collaborate with the CLO and CPO to meet program food needs. Including setting up coffee tables and preparing snacks.
- The Food Service Manager oversees the Food Service Associate, ensuring accurate administration of the KidKare system, compliance with food program standards, and efficient menu planning, inventory management, and food service operations.
- Ensure daily attendance and menu inputs are recorded in the KidKare system.
- Monitor weekly tasks, including printing and filing attendance logs, posting menus, and restocking utensils and snacks.
- Review monthly inventory and approve purchase orders.
- Oversee preparation and distribution of meal receipts and registration forms for billing purposes.
- Responsible for ensuring cafeteria preparation, including table cleaning, utensil supply, and monitoring cleaning tasks.
- Ensures proper food storage and temperature compliance.
- Ensure all food service operations comply with local, state, and federal health, safety, and food handling regulations.
- Maintain a valid ServSafe Manager Certification and ensure all staff handling food are trained in food safety procedures.
- Train staff and volunteers on Safe Serv procedures and track certifications held.
- Conduct regular inspections and audits to uphold high standards of cleanliness and safety in all food service areas.
- Ensure proper storage, labeling, and rotation of food items to prevent spoilage and contamination in the cafeteria and Food Pantry.
- Assist in developing and managing budgets for food operations in collaboration with CHRO and Executive Team.
- Monitor expenses and identify cost-saving opportunities without compromising service quality.
- Track inventory usage and order supplies within budget guidelines.
- Community Engagement:
- Represent Grace Place at community events and forums focused on food security.
- Foster partnerships with local businesses and organizations to expand program resources.
Education:
- Bachelor’s degree in Food Service Management, Nutrition, Nonprofit Management, or a related field preferred; equivalent experience may be considered.
- At least 1 years’ experience in food service management, pantry operations, or nutrition programs.
- Knowledge, Skills, and Abilities:
- Valid ServSafe Manager Certification required or ability to obtain within 60 days of hire.
- Strong leadership skills with experience supervising staff and volunteers.
- Knowledge of Child Care Food Program (CCFP) guidelines and requirements is preferred.
- Excellent organizational skills and attention to detail.
- Intermediate Microsoft skills: Outlook, Teams, Word, Excel, and PowerPoint, Teams
- Strong written and verbal communication skills.
- English Proficiency required, Bilingual in Spanish is Preferred.
- Collaboration and Teamwork abilities- effectively work with a diverse team of staff, volunteers, and community members to accomplish a goal
- Passion for the Grace Place Mission- a genuine passion and commitment to the Grace Place mission to support student academic growth
- Intermediate Microsoft skills: Outlook, Teams, Word, Excel, and PowerPoint, Teams
- Possession of a valid driver’s license, proof of insurance, and a clean driving record.
- Ability to successfully pass an FDLE Level 2 background screening.
- Must be willing and able to pass CDL course exam & Safe Manager Safe Serve Certification.
- This position requires the ability to exert up to 75 pounds of force occasionally, up to 50 pounds of force frequently, and up to 20 pounds of force constantly to move objects.
- Comfortable working in a dynamic, fast-paced environment that includes office, kitchen, and warehouse settings.
- Capability to stand, walk, and perform physically demanding tasks, including lifting and moving heavy boxes, for extended periods.
As members of the Grace Place team we all value and support the Grace Place Vision, Mission, and Organizational Core Values.
Work Environment: Position requires working in numerous locations which include varied temperature, noise level, and other factors that may affect a person’s working conditions while performing the job.
Position Type and Expected Working Hours: Anticipated working hours of approximately 8:30am – 5 pm Monday through Friday, including some evenings and weekends as needed.
Organizational Competencies:
The following competencies are organizational in that all Grace Place employees are expected to exhibit these competencies and will be part of the basis for their performance evaluation.
Work Ethic and Commitment: Extent to which the employee takes pride in his or her work, and is dedicated and committed to excellence in personal goals and organizational mission. The extent to which a significant volume of quality work is performed efficiently in a specified period of time; the employee is a peak performer with a high energy level.
Initiative and Problem Solving: Degree to which employee takes active steps to set and achieve tasks/goals on a timely basis. Is a self-starter and solution-seeker who possesses a sense of urgency and takes action with minimal instruction. Is able to identify issues/problems and possible solutions and is willing to act on the solutions.
Service Orientation: Extent to which the employee understands and exhibits behaviors that enhance and improve the experience of various stakeholders: students/families, volunteers, donors/supporters, and community partners. Knows and acts upon what it takes to deliver value. Makes a genuine effort to listen to stakeholders and seeks to understand and resolve needs/issues.
Judgment and Decision Making: Ability to arrive at sound decisions in a timely manner with positive results. Understands and utilizes core values of the organization and relevant policies and seeks appropriate guidance when needed.
Quality, Care, and Dependability: Extent to which work is accurate, thorough, and neat. Degree of reliability in performing tasks, following instructions, and meeting deadlines. Employee possesses the ability to produce reliable work without follow-up or inspection.
Teamwork and Interpersonal Relations: Extent to which employee is positive and projects a willing-to-please attitude, cooperation, and team spirit. Understands goals of the department, as well as collaboration with other departments, and is willing to accommodate the personnel, tasks, and situations involved in order to accomplish department and organizational goals. Consider employee relationships with other staff, volunteers, students/families, and community partners.
Communication Skills (oral and written): Communicates effectively and accurately both orally and in writing with individuals and groups; presents ideas in an organized, clear and concise manner; employs tact and discretion; listens well; offers appropriate feedback. Listens to others. Communicates with a clear message and is open to different perspectives. Ensures that the receiver hears and understands the message.
Job Knowledge and Technical Skills: Extent to which the employee possesses the practical and technical knowledge of duties, functions, work safety procedures, policies, and takes responsibility for reviewing and upgrading areas of expertise and development of new skills as needed.
Planning and Organizing: Level of effectiveness in planning and organizing daily work. Ability to achieve short- and long-range objectives. Assess organization of work and time management skills.
Professional Image: Extent to which the employee projects a professional image through appearance, conduct, and work areas.
Equal Employment Opportunity Statement:
Grace Place values diversity in the workplace and among our partners and other stakeholders.
It is the policy of Grace Place to provide equal employment opportunities to all qualified employees and applicants on the basis of experience, training, education, and ability to do the available work without regard to race, color, religion, sex, national origin, age, disability, marital status, pregnancy, veteran status, sexual orientation, gender identity, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by Grace Place where appropriate.
Employees and applicants shall not be subjected to harassment, intimidation or any type of retaliation because they have (1) filed a complaint; (2) assisted or participated in an investigation, compliance review, hearing or any other activity related to the administration of any federal, state or local law requiring equal employment opportunity; (3) opposed any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercised any other legal right protected by federal, state or local law requiring equal opportunity.
The above-mentioned policies shall be periodically brought to the attention of supervisors and shall be appropriately administered. It is the responsibility of each supervisor at Grace Place to ensure affirmative implementation of these policies to avoid any discrimination in employment. All employees are expected to recognize these policies and cooperate with their implementation. Violation of these policies could be considered a disciplinary offense.
Disclaimer:
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.
