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Form of workPartner Compliance Specialist
Schedule: Monday – Friday, 40 hours per week
Supervisor: Director of Program & Partner Services
Status: Full-Time
Classification: Exempt
Overview: The Partner Compliance Specialist plays a vital role in maintaining program integrity by ensuring adherence to compliance standards set by Feeding America, the Ohio Department of Job & Family Services, and Second Harvest. This position conducts on-site monitoring visits, manages compliance documentation, executes corrective actions, and stays updated on regulatory changes. The role requires a detail-oriented professional with exceptional organizational and communication skills to support and advance Second Harvest's mission through stringent compliance management and operational support.
Specific Responsibilities:
Compliance and Monitoring
- Develop a deep understanding of compliance requirements for Partners. Continually evaluate and reimagine our compliance monitoring process.
- Act as the subject matter expert for compliance and food safety-related topics.
- Work with the Partner Engagement Coordinator to establish an annual monitoring visit schedule.
- Conduct on-site monitoring visits for food pantry, hot meal, and shelter sites to maintain compliance with the annual monitoring plan.
- Responsible for ensuring all programs are monitored once every two (2) years to meet Feeding America and ODJFS requirements.
- Prepare for all monitoring visits by reviewing Partner Charity files for compliance with standards and request updated documentation as necessary.
- Monitor visits should include meetings with program coordinators and volunteers, reviews of general information, facility evaluations, record-keeping checks, conversations about funding and resources, and any other subjects deemed appropriate.
- Responsible for preparing written reports of findings during monitoring visits, ensuring all information is current and accurate. Update information in electronic databases including, but not limited to, Ceres, MailChimp, FreshTrak, and the Second Harvest website.
- Report any findings or concerns to the Program & Member Services Manager for appropriate follow-up and corrective action.
- Work to keep the Second Harvest Partner Charity Network informed and educated about new compliance updates to FreshTrak, ODJFS Eligibility, USDA Civil Rights posting requirements, and any other requirements.
- Respond to Partner Charities' questions or concerns promptly and in a courteous manner.
- Seek out and review on an ongoing basis new regulations and requirements by Feeding America, Ohio Department of Job & Family Services, Second Harvest, and other regulating entities.
- Responsible for informing the Program & Member Services Manager and the Partner Engagement Coordinator of any changes to regulations and suggesting updates to processes or materials.
- Responsible for annually reviewing all agreements for compliance and recommending changes to the Program & Member Services Manager.
- Maintain all required documents as necessary on the Second Harvest website.
Training
- Facilitate and track training requirements for Partners and Staff, including but not limited to Civil Rights, Food Safety, and Orientation. Update all training presentations and materials as needed.
- Work with the Partner Engagement Coordinator to establish an annual training schedule.
- Conduct virtual and in-person training for Partners and Staff.
- Update Standard Operating Procedures and written procedures as needed.
Reporting & Meeting Requirements
- Maintain the integrity of the online statistics submission process and spreadsheets.
- Notify Partners when they are out of compliance with monthly statistics reporting and act if needed.
- Prepare and submit monthly statistics reports to the Ohio Association of Food Banks and the Ohio Department of Job and Family Services by the 20th of each month.
General Responsibilities
- Uphold the values and mission of Second Harvest at all times.
- Display courtesy and respect at all times to Second Harvest employees, volunteers, donors, member agencies, and the general public.
- Maintain confidentiality in all matters pertaining to Second Harvest.
- Other duties as assigned.
Qualifications:
- Excellent planning and organizational skills.
- Highly developed oral & written communications skills.
- Excellent Computer Skills, including MS Office.
- Ability to work in partnership with other staff.
- Valid Driver’s License.
Education /Training:
- Associate degree or Equivalent Experience in a related field.
- Trained in Trauma Informed Care principles. (Will Train)
- Completion of SERV Safe Food Safety Certification. (Will Train)
- Certified in CPR/AED & First Aid every two years. (Will Train)
- Complete USDA Civil Rights Training for Food Distribution annually. (Will Train)
Physical Requirements and Working Conditions:
- General office environment.
- Travel throughout Lorain, Erie, Crawford, and Huron counties is required.
