Senior and Disability Services - MOW - Operations - Program Supervisor - 04

SUMMARY OF POSITION

This position is FLSA-exempt and not eligible for overtime. This position is management. The Meals on Wheels Operations Supervisor is responsible for managing the day-to-day operations of food delivery services, overseeing personnel, ensuring food safety and compliance with relevant regulations, managing budgets, and handling vendor relations. This role involves coordinating the logistics of food delivery, monitoring the efficiency of operations, and maintaining high service standards while ensuring compliance with local, state, and federal guidelines. The supervisor plays a key role in fostering a positive work environment, providing leadership to staff, and ensuring clients receive timely, nutritious meals.

Performs position duties in a manner that promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully.  Engages in effective team participation through a willingness to assist and support co-workers, supervisors, and other work-related associations. Develops good working relationships with department and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner.  Demonstrates positive acceptance of constructive feedback and suggestions to strengthen work performance.  Contributes to a positive, respectful, and productive work atmosphere.  Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a mandatory reporter according to statutory requirements. 

ESSENTIAL JOB DUTIES 

Staff Supervision and Development (30%)

• Oversees daily operations of the Meals on Wheels program, including meal delivery logistics, personnel management, and food safety protocols.
• Supervises a team of staff and volunteers, ensuring they are well-trained and meet performance expectations.
• Develops, implements, and evaluates staffing plans to ensure efficient food delivery, proper meal handling, and customer service.
• Provides leadership by conducting regular performance reviews, offering constructive feedback, and identifying professional development opportunities for staff.
• Coordinates team meetings to address operational challenges, share updates, and discuss service improvement strategies.
• Fosters a collaborative, respectful work environment that encourages team participation and engagement.

Program Implementation & Policy Oversight (30%)

• Collaborates with the Senior and Disability Services Program Manager to interpret and implement policies related to food delivery, ensuring compliance with food safety standards and other regulations.
• Monitors meal delivery processes to ensure quality, consistency, and accuracy, adjusting procedures as necessary to improve efficiency and service.
• Oversees meal ordering processes, ensuring that dietary needs and client preferences are met while remaining cost-effective.
• Reviews and evaluates vendor contracts, negotiating terms to ensure service quality, compliance, and value for money.

Quality Assurance and Compliance (25%)

• Ensures compliance with food safety and nutrition regulations by conducting regular audits of food preparation, delivery, and storage processes.
• Implements quality assurance processes to track the accuracy and timeliness of meal deliveries, addressing any deviations or issues promptly.
• Prepares and submits reports on program performance, highlighting areas for improvement and recommending actions to the Senior and Disability Services Program Manager.
• Responds to complaints or issues regarding food delivery, addressing concerns in a timely and professional manner.
• Ensures proper documentation of all program activities, maintaining records for auditing and reporting purposes.

Budget and Contract Management (5%)

• Supports adherence to the Meals on Wheels program budget, ensuring financial resources are used efficiently and in alignment with program goals.
• Oversees meal procurement, including vendor selection, contract negotiations, and cost control measures to maintain fiscal responsibility.
• Reviews and approves expenditures for food and supplies, ensuring compliance with the program's budget and financial guidelines.
• Works with vendors to ensure the delivery of high-quality, nutritious meals within the allocated budget.

Collaboration & Community Engagement (5%)

• Builds and maintains relationships with community organizations, local health agencies, and other stakeholders to enhance program outreach and effectiveness.
• Coordinates with external agencies to ensure timely food delivery and support for clients in need.
• Participates in community events and meetings to promote the Meals on Wheels program and gather feedback for continuous improvement.

OTHER JOB DUTIES (5%)

• Organizes and conducts regular staff meetings and training sessions to improve operational processes and ensure staff are up-to-date on policies and procedures.
• Attends relevant training and community meetings to stay informed about best practices, policy changes, and community resources.
• Assists in the development and implementation of new procedures or systems to improve program efficiency and service delivery.
• Performs additional duties as assigned by the Senior and Disability Services Program Manager to support the overall functioning of the program.

WORKING ENVIRONMENT

Work is primarily performed in an office environment with occasional visits to meal preparation areas, delivery sites, and client homes. The role involves regular use of computers and communication devices as well as occasional lifting of food supplies. Occasional evening and weekend hours may be required for program-related events.

SUPERVISION RECEIVED

General supervision from the Senior and Disability Services Program Manager.

SUPERVISORY RESPONSIBILITIES

Direct supervision of program staff, including meal preparation personnel, drivers, and volunteers, with indirect supervision of other program staff as necessary.

MINIMUM QUALIFICATIONS

Experience & Training

• An equivalent combination of education, experience, and training that demonstrates the ability to perform the essential duties of the position.
• Bachelor’s degree in nutrition, food service management, or a related field, with experience in food delivery or social services.
• At least two years of supervisory experience in a food service or operations management role, preferably in a senior services or non-profit setting.

Knowledge, Skills, and Abilities

• Knowledge of food safety standards, nutrition guidelines, and relevant local, state, and federal regulations (e.g., food handling, health and safety compliance).
• Proficiency in Microsoft Office Suite (Excel, Word) and experience with relevant scheduling or meal delivery software.
• Strong organizational, problem-solving, and time-management skills.
• Excellent communication skills, both written and verbal, with the ability to collaborate across departments and with external partners.
• Ability to supervise, motivate, and mentor staff effectively while ensuring efficient meal delivery operations.
• Strong budget management and contract negotiation skills.
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Licenses, Certificates, & Other Requirements

• Valid driver’s license or the ability to obtain reliable transportation for travel within the service area.
• Successful completion of a criminal background check and driving record review.
• ServSafe Food Safety Certification (or ability to obtain within a specified timeframe).

This job description outlines the core responsibilities and qualifications for the Meals on Wheels Administrative Supervisor role. Additional duties may be assigned based on departmental needs.