MIFA Hiring for Meals on Wheels Office Support Specialist

Job title: Meals on Wheels Office Support Specialist

Reports to Meals on Wheels volunteer supervisor; full-time (34 hours/week); starting rate $12.60/hour

Opening date: December 29, 2015

Closing date: January 11, 2016


To apply, mail resume and cover letter to MIFA Human Resources, 910 Vance Ave, Memphis, TN  38126 or email to hrcoordinator@mifa.org. No phone calls, please.


Position Summary

Provides administrative support to the Meals on Wheels volunteer supervisor by ensuring all required client forms are accurately completed and filed in a timely manner. Supports optimal driving routes by updating route sheets daily and by greeting and assisting volunteers while ensuring volunteer routes are distributed promptly.



  1. High school diploma or GED equivalent
  2. Two years of office or customer service experience
  3. Proficiency at operating communication systems (computers, email, netbooks, telephone software, scanners, etc.), Microsoft Office (Word, Excel), and various database systems
  4. Access to reliable, adequately insured automobile and valid driver’s license to deliver meals to clients as needed


Major Responsibilities & Related Tasks


Maintain accuracy of client forms, records, and reports by coordinating a detailed file maintenance system.

  • To ensure compliance, organize an alphabetized, color-coded system for each funding source and utilize a daily audit file checklist
  • Collect and secure client files including participant registration forms, status change forms, and missed visit forms from staff to ensure all client files are completed accurately and on a daily basis
  • Remove and archive inactive files weekly as indicated by status change forms
  • Visually inspect and confirm daily that updated service authorization and status changes are in each client’s file
  • Collect client actions, PDF scans, and faxes from ACMS, CHOICES, and various funding sources to be placed in client files daily
  • Utilize file checklist monthly to conduct internal file audits for compliance


Update routes daily using ServTracker mapping software as directed by Meals on Wheels volunteer supervisor.

  • Review daily route adjustments generated from status change forms using mapping software and ServTracker
  • Assign new route numbers issued from participant registration forms and status change forms using client addresses and zip codes
  • Adjust route sheets and ServTracker daily to reflect schedule changes and forward to Transit program manager and volunteer supervisor


Assist the Meals on Wheels volunteer supervisor with day-to-day operations to ensure that all guests receive excellent customer service and routes are delivered efficiently.

  • Assist volunteers and ensure all routes are delivered by checking route sheets daily for confirmation signatures and meal quantity
  • Retrieve phone messages daily from the meals hotline and document responses
  • Reassign routes weekly as needed for volunteers
  • Contact volunteer subs as instructed by the Meals on Wheels volunteer supervisor to ensure adequate coverage of volunteer routes
  • Create and utilize a daily call log that includes name, address, route number, and notes for clients receiving meals
  • Call clients for volunteers or drivers when clients do not answer the door for meal delivery
  • Assist volunteers with any concerns or questions pertaining to routing issues
  • Deliver meals when all options for delivery are exhausted


Other Responsibilities


  • Experience coordinating and executing multiple tasks and projects
  • Experience coordinating operational systems in a fast-paced environment with frequent interruptions
  • Possess good people skills and verbal skills
  • Ability to complete duties on schedule with little or no supervision
  • Ability to handle client information confidentially and discreetly
  • Ability to welcome and respect people of diverse ages and races with sensitivity to civic and cultural issues
  • Ability to complete duties on schedule with little or no supervision
  • Ability to produce meticulous and accurate work in a timely manner


Supervisory Responsibilities



Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Physical demands: While performing the duties of this job, the employee is occasionally required to stand, walk (or means to transport oneself); sit; use hand to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch; talk or hear.  The employee must occasionally lift and/or move 15 to 25 pounds.  Specific vision abilities required by the job include close vision, distance vision.


Work environment: The noise level in the work environment is usually moderate to high. Position may also require ongoing or periodic exposure to high crime environments. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is exposed to moderate to high levels of stress during peak periods, and atypical work hours are periodically required.


MIFA full-time benefits: MIFA employees may be eligible to participate in the following benefits programs on or before the 90-day trial period:  Medical and dental insurance plans, short-term disability, long-term disability, employee assistance program, paid time-off (PTO), employer sponsored life insurance, paid holidays, and MIFA’s matching 401k plan after a year of service.


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