Job Openings

Thank you for your interest in being a part of the Food Outreach team!

Our clients, volunteers and mission inspire us every day! We are excited to welcome a new team member whose compensation will include platinum health benefits, 10 paid holidays, paid time off, family medical leave and employee/employer-contribution retirement plans.

Manager of Administration and Donor Services

Agency Summary: Food Outreach is a nonprofit, founded in 1988, that provides Medically Tailored Meals and nutrition services to enhance the quality of life of individuals living with HIV or cancer. The organization covers 150 Missouri and Illinois zip codes encompassing seven counties. Our services are unduplicated in Missouri and western Illinois.

Team Compensation: Our clients, volunteers and mission inspire us every day! We are excited to welcome a new team member whose compensation will include platinum health benefits, 10 paid holidays, paid time off (accruing at 2 days per month), family medical leave and employee/employer-contribution retirement plans.

Primary Purpose: Food Outreach is looking for an organized, efficient administrative support professional passionate about nutrition insecurity and community health. The Manager of Administration and Donor Services is an integral part of the Food Outreach team, responsible for performing essential administrative, financial, and human resources activities in addition to overseeing donor services. This role ensures the work of the agency is fully supported and our organizational business is completed efficiently and effectively with an equity lens.

Donor Services and Gift Entry (30%):
• Maintain accurate, complete and timely record of all donor gifts, information and contacts in donor database and government grant reimbursements, reporting, queries and requests for mailing lists
• Manage weekly gift deposits for banking
• Provide donor stewardship including answering all email and phone requests for gift processing
• Process Missouri Food Pantry Tax Credit Forms to donors annually
• Coordinate and answer questions and requests from outsourced accounting firm
• Process year-end annual statement reports for donors who request them
• Manage Donor Tax Credit Programs when applicable

Human Resources (30%):
• Process bi-monthly payroll and serve as primary contact with outsourced payroll provider Paylocity
• Serve as employee benefit liaison
• Manage and maintain all employee records and files
• Coordinate and process contributions to employer/employee retirement plans (SEP and 403(B))
• Organize the personnel onboarding process by preparing new employee materials and orienting them to office procedures
• Update employee policy manual as needed
• Organize annual site visits from the agency’s financial advisor to meet with employees
• Ensure all labor law and anti-discrimination posters are available and updated annually in shared staff spaces
• Work closely with team members to prepare for audits from government grant funders related to personnel expenses

Administrative (40%)
• Approve accounts payable expenses submitted by staff through Bill.com and Dext for payment
• Learn and act as backup for all monthly reports/invoices for government grants and ensure that they are submitted to the grantor in a timely manner
• Manage agency insurance coverage and liability and maintain accurate, organized records
• Manage phone system recordings and phone extension changes
• Coordinate fiscal monitoring for the agency’s federal funders
• Administer accounting questions and help resolve problems with our accounting firm as needed
• Maintain an organized system of filing, within the document retention policy, and create new systems when necessary
• Assist Executive Director as needed and in response to fiscal monitoring requests from federal grantors
• Manage quarterly branded apparel orders on behalf of the agency

Position Qualifications and Skills:
• 2+ years of experience as an administrative and human resource assistant or office manager, preferably in a nonprofit setting and Bachelor Degree
• Ability to maintain professionalism and confidentiality in sensitive, complex, and/or controversial situations.
• Experience working with donor database(s) highly preferred
• Knowledge of Office 365 (Excel, SharePoint, OneDrive, Forms, etc.)
• Demonstrated resourcefulness and problem-solving skills in proposing new ways to create efficiencies
• Detail-oriented, organized, and able to multitask while meeting important deadlines
• Strong oral and written communication skills, excellent people skills with the ability to interact and communicate effectively with a diverse group of stakeholders
• Self-starter with the ability to work both independently and in collaborative teams
• Flexibility and adaptability to changing priorities and responsibilities

Position Time Schedule: This is a full-time in-person position governed by personnel policies related to full-time staff.

This person is directed/supervised and evaluated by the Executive Director.

Special Requirements
• Ability to take on additional tasks as assigned and required by organizational needs
• Must possess and maintain a valid driver’s license as well as have reliable transportation
• Food Outreach requires all employees to provide proof of being fully vaccinated from COVID-19, with a vaccine approved for use in the United States, prior to their first day of employment.

To Apply: Email a resume and cover letter to James Beverly III, Director of Development. No phone calls, please.
Applications received without both cover letter and resume may not be considered.

[email protected]

Location: Food Outreach, 3117 Olive Street, St. Louis, MO 63103