Position Title: Receiving Agent & Customer Service Representative
Department: Finance
Reports to: Chief Finance Officer
MINIMUM REQUIREMENTS, EDUCATION, QUALIFICATIONS, CERTIFICATIONS & EXPERIENCE
- High School diploma, GED, or equivalent applicable work experience
- Experience in food industry with ordering, receiving, and other logistics functions
- Prior experience in Customer Service with a supervisory role preferred
- Intermediate to advanced proficiency in Microsoft applications including Excel, Word, Outlook and able to work in a web-based Microsoft 365 environment
- Experience and proficiency using a database to enter and retrieve information and reports
- Must have and maintain a valid, state-issued Driver’s License with previous three years safe driving history
- Must authorize a North Carolina Criminal Record Check and Motor Vehicle Report
- Must adhere to Food Bank of the Albemarle’s Drug and Alcohol Policy
DESIRABLE SKILLS AND QUALIFICATIONS
- Must be a self-starter possessing the ability to work effectively in an independent manner as well as integrate as a team member
- Must be able to interact professionally and demonstrate excellent customer service skills, developing rapport and trust with volunteers, donors, coworkers, and the general public
- Must exhibit and maintain a positive, solutions-based attitude and professional demeanor, even while under pressure and/or managing competing priorities and deadlines
- Must have excellent written and verbal communication skills; exceptional interpersonal skills, and be a focused listener
- Must have strong organizational and task management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Must possess the drive to meet or exceed goals and diligently work to course-correct when needed, taking ownership, initiative, and pride in their work
- Must demonstrate the ability to work creatively, with flexibility, anticipate challenges, resolve potential issues with creative problem-solving, and maintain high work standards in a fast-paced environment
SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities associated with this role at this time.
POSITION SUMMARY
The Receiving Agent supports the Operations Department by performing essential administrative and data entry tasks to ensure receiving and inventory tasks are completed accurately and on time. Responsibilities include receiving all incoming products, entering receipting data into the inventory system, and maintaining accurate documentation of deliveries and inventory transactions. The role also requires professional communication with internal teams and external partners.
ESSENTIAL FUNCTIONS
Receiving & Physical Operations
- Perform receiving functions for warehouse deliveries, ensuring items and quantities match invoices and bills of lading
- Print pallet tags for all inventory received, ensuring all pallets have appropriate tags available for application during the receiving process
Inventory & Data Management
- Receive product and post into online systems including Choice Receipts, MARC, FANO and CERES
- Receive product into CERES (Inventory Software), log notes and upload documentation for audit preparation / Includes application of proper pricing and determination of grant eligibility
- Create new items in CERES and ensure relevant information is included in product data set
- Healthy Eating Research – Research and build out relevant nutrition facts on all item cards in CERES
- Document destruction and disposal of product in CERES
- Process inventory adjustments
- Maintain receipting logs and documentation as required
- Maintain destruction logs and documentation as required
- Document accurate inventory of Food Bank warehouse stock
- Support audit preparation through accurate recordkeeping and timely submission of documentation
Documentation & Compliance
- Provide timely and accurate documentation to Food Sourcing, Finance, and Administration teams
- Includes consolidation of all receiving paperwork (purchase order, bills of lading, shipping documents, donor documents, receiver, etc.)
- Organize and maintain files of invoices, pre-receipts and all Operations related paperwork
- Complete USDA pre-receipts and other related paperwork
- Receipt Feeding America Choice loads and USDA loads into their respective online systems within required reporting deadlines
- Ensure all safety and sanitation rules are followed in compliance with Feeding America, AIB and Food Bank of the Albemarle operating guidelines, regulations, and policies
Communication & Coordination
- Communicate to appropriate internal and external team when loads are incorrect
- Maintain communication with staff in the completion of daily tasks
- Maintain professional communication with external vendors and partners regarding deliveries and documentation
Committee & Organizational Support
- Active member of Food Bank’s Food Safety and Food Security committees
- Provide general administrative support to Operations to ensure task visibility and completion
- Other related duties assigned in support of organizational goals and needs
Accountability:
- Ensure all data entry and documentation tasks are completed accurately and within required timelines
- Work harmoniously with all other departments and staff
- Work closely with the Administration and Finance teams
- Participate in staff meetings, strategic planning, and special events
PHYSICAL REQUIREMENTS
This role requires on-site presence and is not eligible for remote or hybrid telecommuting options.
The physical demands of this position are considered medium work. Essential job functions include:
- Must be able to lift up to 50 pounds repeatedly
- Must be able to bend, stand, stoop, kneel, crouch, twist, and reach out, above, or below shoulders
- Prolonged standing, walking, moving
- Occasional entry and work inside industrial refrigerators and freezers
- Must be eligible to operate a forklift and/or other automated machinery
- Use hands to manipulate, handle, feel, and control items or equipment, including motor vehicle
- Must be able to navigate up and down stairs
- Visual acuity performing activities including but not limited to preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.
- Operation of office equipment requiring repetitive hand movements and fine coordination including use of keyboard, scanners, and copiers.
TRAVEL
Local travel within the service area to carry out the duties and responsibilities of this position
BENEFITS
*Standard benefits accrual in accordance with the FBA’s Personnel Policies
DISCLAIMER
The Food Bank of the Albemarle’s relationship with the community, from food donors to volunteers, is one of high visibility and all staff must exercise diplomacy and maintain a friendly and professional demeanor when interacting with various clients, suppliers, and volunteers.
This description is not intended to be an exhaustive list of all responsibilities, duties or skills required of personnel. Rather, they are general in nature and to be clarified upon request. The Food Bank reserves the right to update this Job Description at any time.
Applicants must be authorized to work in the U.S. for any employer. Food Bank of the Albemarle does not offer relocation assistance or visa sponsorship at this time.
In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
The Food Bank of the Albemarle is an Equal Opportunity Employer.
Pay: $18.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
People with a criminal record are encouraged to apply
Application Question(s):
- Are you proficient in the Microsoft 365 platform?
Experience:
- food warehousing, ordering, & receiving: 2 years (Required)
- stock inventory & reconciliation: 2 years (Required)
- customer service supervisory: 1 year (Preferred)
License/Certification:
- state-issued driver's license (Required)
Work Location: In person
