Program Distribution & Compliance Specialist Harry Chapin Food Bank of Southwest Florida - 3.5 Fort Myers, FL Job Details Full-time 3 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Flexible spending account Paid time off Employee assistance program Vision insurance 401(k) matching Employee discount Flexible schedule Life insurance Qualifications Spanish Microsoft Excel Microsoft Outlook Microsoft Office Driver's License Bachelor's degree Calendar management

Full Job Description Position Title:

Program Distribution & Compliance Specialist FLSA Status:

Full-time, Regular Immediate Supervisor:

Quality Standards Supervisor Employees Supervised:

Volunteers and/or interns occasionally.

Position Summary:

The Program Distribution & Compliance Specialist ensures the accurate, timely, and high-quality distribution of food while maintaining strong compliance and quality standards across HCFB's programs. This role builds and manages orders, processes inventory adjustments and invoices in Ceres, oversees pushes and Agency Express deliveries, and maintains organized, audit-ready documentation. The specialist tracks and monitors agency compliance, communicates findings to the Supervisor, and supports quality assurance efforts to maintain equitable access to distribution streams. Acting as a key point of contact for internal teams, partners, and community members, this position strengthens program integrity, partner support, and overall effectiveness.

Essential Duties and Responsibilities:

• Utilize Ceres to efficiently process online orders, inventory adjustments, invoicing, and related functions with a strong focus on accuracy and timely completion, demonstrated by little-to-no interruption in order pickup and delivery processes.
• Build orders and oversee the distribution of assigned products, including short-coded items, PUSH deliveries, and items moving through the shopping area, ensuring high-quality handling and throughput.
• Process all Agency Express orders and sort them by distribution method and product type (e.g., pick-up vs. delivery).
• Ensure the daily accuracy, timeliness, and quality of all agency order processing, promptly reporting any discrepancies or concerns to the Quality Standards Supervisor.
• Create orders from load manifests for pushes, shopping, and supplemental delivery items, ensuring all orders meet quality and documentation standards.
• Post all completed orders in Ceres by generating accurate Bills of Lading (BOLs) for drivers and confirming the completion and quality of each record.
• Maintain and update the monthly Agency Order Calendar with precision, demonstrated by consistency in agency ordering availability.
• Create and manage orders for CNS, Tier 5, and other specialized programs, ensuring a high level of accuracy and timely completion.
• Oversee the administrative duties of the Partner Plus program. This includes placing Partner Plus orders, collaborating with the Finance team to ensure payment for orders is received, and ensuring orders are successfully delivered to the appropriate agencies.
• Observe Tier 5 agency food distributions to ensure Tier 5 ordering is appropriate and effective and report any issues back to the Quality Standards Supervisor for further review.
• File all signed Bills of Lading into agency records promptly and accurately, ensuring thorough organization and ease of access for audit purposes.
• Collaborate with the Inventory Coordinator and the Inventory Specialist to ensure proper flow and allocation of incoming inventory, including assisting with maintenance of food expiration dates.
• Assist with the continuous maintenance of special projects.
• Manage Ceres internal hold account inventory to ensure proper flow of on-hold commodities.
• Track and monitor agency compliance status and promptly communicate findings, concerns, and required follow-up to the Quality Standards Supervisor. Document compliance concerns and provide information to support the Supervisor's review and determination regarding corrective action or temporary access restrictions.
• Ability to work independently to meet deadlines and maintain a workload in compliance with expectations.
• Attend various networking, community, and professional meetings representing the Food Bank and the Programs Department following high standards of professionalism, and competence.
• Cross train in other areas of the programs department.
• Respond in a timely manner to Quality Standards Supervisor questions or requests for information.
• Respond in a timely manner to requests and correspondence from partners, neighbors, or community members.
• Perform other related duties and assignments as required.

Qualifications:

General:

• Adhere to HCFB expectations and values: o Be active by moving quickly, getting things done and holding self and others accountable for results.

o Be constructive by providing solutions, displaying optimism, being respectful and fair. o Be truthful by providing facts to support opinions, speaking up and not exaggerating. o Humanize Hunger by putting a human face on it. o Communicating in a professional, honest, and open manner. o Take time to have fun along the way. o Demonstrates professionalism, accountability, respect, integrity, responsiveness, and commitment to HCFB's mission in interactions with employees, volunteers, agencies, partners, and community members.

• Honesty, integrity, and commitment to fighting hunger in Southwest Florida
• Ability to communicate effectively with other staff, volunteers, agency representatives and the public, both verbally and in writing.
• Must have clear understanding of and ability to articulate the mission of the HCFB.
• Must be a self-starter who is driven and capable of keeping track of multiple projects in a fast-paced environment.
• Ability to build effective and fruitful working relationships with others, both internally and outside the Food Bank.
• Ability to perform physical activities associated with food distribution operations, including standing, walking, bending, reaching, lifting, carrying, pushing, and pulling items weighing up to 20 pounds, with or without reasonable accommodation.

Required for

Position:

• Bachelor's degree from an accredited institution in a related field preferred; equivalent combination of education and relevant experience may be considered.
• Minimum of one year of relevant experience in nonprofit, human services, food distribution, logistics, inventory management, order processing, compliance, agency/partner relations, or a related field.
• Ability to work occasional evenings, weekends, or adjusted schedules based on program, distribution, community event, and organizational needs.
• Strong attention to detail, demonstrated by accuracy in work performance and minimal process errors.
• Proficient knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Sensitivity to diversity and the ability to work with people of different nationalities, ethnic origins, and socioeconomic levels is essential.
• Maintain valid driver's license and lawfully operate a personal vehicle in order to occasionally travel to community partner sites, meetings, and events across Lee, Charlotte, Collier, Hendry, and Glades counties.

Preferred for

Position:

• Ability to communicate effectively and provide information or presentations to community partners, agencies, volunteers, and other audiences as needed.
• Bilingual ability in Spanish or Haitian Creole is highly desirable.

Working Conditions :

Program Distribution & Compliance Specialist is expected to travel between Hendry, Glades, Collier, Charlotte, and Lee counties in order to support agencies and Programs department initiatives.

Expected hours:

40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Employee discount Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance

Education:

Bachelor's (Required)

Experience:

agency/partner relations: 1 year (Preferred) non-profit : 1 year (Preferred)

Microsoft Office:

1 year (Preferred)

Language:

Spanish or Haitian Creole (Preferred) Willingness to travel: 75% (Preferred)

Work Location:

In person