Volunteer Positions

1. The Aide reports to the Operations Manager.

2. Aide makes sure the client gate is opened at 11:00 am on Wednesday and Thursday and 8:00 am on Saturday.  

3. The Aide runs the floor and makes sure everyone is doing their jobs.

4. The Aide answers the phone.  

5. Check off all volunteers against the sign-up sheet and notate any changes on it. At the end of day, place the sign-up sheet in the Admin office.

6. If there are any volunteer no-shows, fill positions by using shoppers.

7. Ask Operations Manager if any changes in quantities for produce, bread, dairy & desserts and change signs if necessary.

8. The Aide does on-the-spot training, answers questions and handles any problems.  

9. The Aide handles computer problems such as unable to locate a client and computer internal cancel reasons.  

10. The Aide watches for safety concerns and takes appropriate action.

11. Ensure the client gate is locked at 3:00 pm on Wednesdays and Thursdays and 11:00 am on Saturdays.

12. Helps ensure the restocking and breakdown of the distribution floor at the end of the shift.

The AM Crew volunteers are the behind the scene volunteers that help support the client distribution days.  These volunteers typically work from 8:00am to 11:00am on Monday, Tuesday, Wednesday or Thursday.  They take their direction from the Operations Manager.  Typical assignments are as follows:

• Packing meat packages for distribution day – usually Monday morning – pack 300 – 400, 10lb packages weekly as a group of volunteers

• Open a sufficient number of boxes on the distribution floor for the week’s distribution as directed by the Operations Manager

• Help unload, weigh, sort and put away donated food that comes in from various sources each morning

• Help stock the distribution floor with can goods - mainly on Monday and Tuesday

• Help stock the distribution floor on distribution days with fresh vegetables, bread, dairy products and desserts – Wednesday, Thursday and Veterans Saturdays

• Package small bags of dog and cat food

• Clean all areas of the food pantry

1. This person helps clients with the selection of breads and keeps the bread carts stocked with a variety of specialty breads.

2. The amount to be distributed is determined by the Operations Manager who tells the Aide.

3. When supply is running low, the bread person will notify the Aide or Float to restock.

4. On Wednesdays and Veterans Week Thursdays, ensure the proper shutdown of the Bread Station at the end of the day:

   • All Pepperidge Farms bread on rollers is to be returned to the walk-in cooler

   • All other bakery items are place in banana boxes and returned to the walk-in cooler on carts

   • Empty bread racks and rollers are moved to the back warehouse for return to vendors

5. On Non-Veterans Week Thursdays and Veterans Saturdays, ensure the proper shutdown of the Bread Station at the end of the day:

   • All Pepperidge Farms bread on rollers is to be returned to the walk-in cooler

   • All other bakery items are placed in banana boxes and returned to the back area on carts – the Operations Manager will make the decision as to which bread items are kept in the walk-in cooler or sent out of the Pantry with Access to Excess

   • Empty bread racks and rollers are moved to the back warehouse for return to vendors

1. The computer person does the data entry for the client. 

2. This person should greet the client and ask for a photo ID. 

3. If they do not have one, call the Aide to determine what identification they have.    

4. The computer person should then look up the client by name.  

5. If unable to locate, then try birthdate and address.  

6. If unable to locate the client in the system, then call the aide to verify starting a new client.  

7. If a client tells you they are “NEW,” look them up anyway as they be in the system if they have gone to another pantry.  

8. Each section must be filled in especially the “FAMILY MEMBER” section demographics questions and “ADDITIONAL INFO” section regarding income (if none, put NONE in this section).  

9. Any problems call the Aide or Operations Manager as NO ONE leaves without food, even those who are out of Greene Country and those who come early will get an emergency bag.  

1. Two individuals are assigned to Cooler Dairy Station to distribute the items to clients.  

2. The Operations Manager determines the quantity to be distributed and tells the Aide.

3. Ensure refrigerators are fully stocked prior to pantry open time:

• Milk – Skim, 1%, 2%, Whole, if available

• Cheese

• Eggs – White and Brown, or Egg Beaters if available

• Miscellaneous items

• Juices

4. Ensure tables and trays are clean prior to placing product in them at time of pantry opening.

5. At beginning of shift and throughout the open hours ensure that product is clean and within appropriate expiration periods.  Do not overstock trays to ensure items are not out too long:

   • Milk – 7 days or less from printed expiration date

   • Cheese – 6 months for block cheese, 

   • Sour Cream – 7 days or less from printed expiration date

   • Eggs – 3-5 weeks from printed expiration date

   • Miscellaneous items:

     • Meats and Sandwiches – 14 days or less from printed sell by date

     • Packaged Products (i.e. Humus, Pasta, Desserts) – Less than 10 days from printed sell by date

6. Greet and assist clients in selection of their products.

7. If restocking is needed, ask the Float to retrieve the product so you stay focused on our clients.

8. On Wednesdays and Veterans Week Thursdays, ensure the proper shutdown of Cooler Dairy Station at the end of the day:

   •  All items in the coolers need to be reviewed for expiration:

     • Milk may be left in the cooler if the expiration date plus 7 days is less than the next distribution date – if not, milk must be disposed of – check with the Operations Manager for decision

     • Eggs and Cheese may remain in the cooler as long as they are within appropriate expiration period

     • All miscellaneous may be left in the cooler as long as they are within appropriate expiration periods – check with the Operations Manager for items such as sandwiches and meat items (typically 14 days)

9.  On non-Veterans Week Thursdays and Veterans Saturdays, ensure the proper shutdown of the Cooler Dairy Station and the removal of the following items from the distribution floor at the of the day:

   • All items in the coolers need to be reviewed for expiration:

     • Milk may be left in the cooler if the expiration date plus 7 days is less than the next distribution date – check with the Operations Manager for decision

     • Eggs and Cheese may remain in the cooler as long as they are within the appropriate expiration period.

     • All miscellaneous items are to be cleared to the back for a decision by the Operations Manager as to put in the walk-in cooler or sent out of the Pantry with Access to Excess 

10.  Wipe down and disinfect the tables.

1. This person helps the client select desserts and restocks the selection cart.

2. The Operations Manager determines the quantity to be distributed and shares with the Aide.

3. Items on the Extra Shelf are limited to no more than three different items per person (not three of one item).

4. Notify the Aide or Float when supplies are running low or restocking.

5. On Wednesdays and Veterans Week Thursdays, ensure the proper shutdown of Dessert Station and the removal of the following items from the distribution floor at the end of the day:

   • Ensure all items are returned to the walk-in cooler

   • All items are placed in banana boxes and loaded on carts and returned to the walk-in cooler

   • Ensure cleanliness of the area at the end of the shift with extra attention to the cat and dog food area for loose food

6. On non-Veterans Week Thursdays and Veterans Saturdays, ensure the proper shutdown of Dessert Station and the removal of the following items from the distribution floor at the of the day:

   • All items are placed in banana boxes and loaded on carts and returned to the back

   • The Operations Manager will determine which items are placed in the walk-in and which items will be sent out of the Pantry with Access to Excess

   • Ensure cleanliness of the area at the end of the shift with extra attention to the cat and dog food area for loose food

1. The Float keeps everything on the distribution floor stocked and straightened.

   • All can goods straightened and brought forward for easy access

   • Refills the Meat Station freezers from the walk-in freezer as needed

   • Restocks the Vegetable Station from the walk-in cooler as needed

   • Restocks the Bread Station from the walk-in cooler as needed

   • Restocks the Miscellaneous Table Station freezer from the walk-in freezer as needed

   • Restocks the Cooler Dairy Station from the walk-in cooler as needed

   • Restocks the Dessert Station from the walk-in cooler as needed

2. On Wednesdays and Veterans Week Thursdays, the Float (along with each Station volunteer and the Aide), ensures the proper shutdown of each Station and the removal of the following items from the distribution floor Stations at the end of the day:

   • Meat Station – freezers are securely shut at end of day 

     • Restock the Meat Station freezers (two on the distribution floor) for the following distribution day

   • Vegetable Station – vegetables that are still fresh enough to last to the next distribution day may be stored in the Vegetable Station cooler.  

     • All excess fresh vegetables are to be returned to the walk-in cooler

     • Ensure Vegetable Station tables are clean and the area around the tables is swept and picked-up

   • Bread Station – Ensure all bread items are returned to the walk-in cooler

     • All Pepperidge Farms bread on rollers is to be returned to the walk-in cooler

     • All other bakery items are placed in banana boxes and  returned to the walk-in cooler on carts

     • Empty bread racks and rollers are moved to the back warehouse for return to vendors

   • Miscellaneous Table Station – freezer should be restocked from the walk-in freezer

   • Cooler Dairy Station – All items in the coolers need to be reviewed for expiration:

     • Milk may be left in the cooler if the expiration date plus 7 days is less than the next distribution date – if not, milk must be disposed of – check with the Operations Manager for decision – will be given to Access to Excess

     • Eggs and Cheese may remain in the cooler as long as they are within the appropriate expiration period.

     • All miscellaneous may be left in the cooler as long as they are within appropriate expiration periods (typically 14 days) – check with the Operations manager for items such as sandwiches and meat items

     • Restock the cooler with milk, eggs, cheese, juices, etc. for the following distribution day

     • Ensure tables are wiped down and disinfected

   • Dessert Station – Ensure all items are returned to the walk-in cooler

     • All items are placed in banana boxes and loaded on carts and returned to the walk-in cooler

     • Ensure cleanliness of the area at the end of the shift with extra attention to the cat and dog food area for loose food

3. On non-Veterans Week Thursdays and Veterans Saturdays, the Float (along with each Station volunteer and the Aide), ensures the proper shutdown of each Station and the removal of the following items from the distribution floor Stations at the of the day:

   • Meat Station – freezers are securely shut at end of day – if there is ice build up on the rim of the freezer rim or more than a quarter of an inch of ice on the side or top of the freezer, check with the Operations Manager to see if it needs to be de-iced

   • Vegetable Station – most vegetables will be cleared to the walk-in cooler or sent out of the Pantry with Access to Excess

     • Vegetables that are still fresh enough to last to the next distribution day may be stored in the Vegetable Station cooler  All excess fresh vegetables are to be returned to the walk-in cooler or given to Access to Excess

     • Vegetables that will not last to the next distribution day will need to be set aside in the warehouse for removal – the Operations Manager will make the decision as to which vegetables go where.

     • Ensure Vegetable Station tables are clean and the area around the tables is swept and picked-up

   • Bread Station – Ensure all bread items are returned to the back refrigerator or sent out of the Pantry with Access to Excess 

     • All Pepperidge Farms bread on rollers is to be returned to the walk-in cooler

     • All other bakery items are placed in banana boxes and returned to the back on the carts – the Operations Manager will make the decision as to which bread items are kept in the walk-in cooler or sent out with Access to Excess

     • Empty bread racks and rollers are moved to the back warehouse for return to vendors

   • Miscellaneous Table Station – freezer should be restocked from the walk-in freezer

   • Cooler Dairy Station – All items in the coolers need to be reviewed for expiration:

     • Milk may be left in the cooler if the expiration date plus 7 days is less than the next distribution date – if not, milk must be disposed of – check with the Operations Manager for decision

     • Eggs and Cheese may remain in the cooler as long as they are within appropriate expiration period

     • All miscellaneous items are to be cleared to the back to be sent out with Access to Excess 

     • Ensure tables are wiped down and disinfected

   • Dessert Station – Ensure all items are returned to the back refrigerator or sent out of the Pantry with Access to Excess 

     • All items are placed in banana boxes and loaded on carts and returned to the back

     • The Operations Manager will determine which items are placed in the walk-in cooler and which items will be sent out with Access to Excess

     • Ensure cleanliness of the area at the end of the shift with extra attention to the cat and dog food area for loose food

4. The Float makes sure cardboard bins are emptied by end of shift.  As items become empty on the pallets they move the empty boxes to the box Gaylord or cardboard (trash) bin depending on the size of the box. 

5. The Float ensures all trash cans on the distribution floor, kitchen, break room, offices, bathrooms and back warehouse area are emptied at end of shift and new trash can liners are put in cans.

6. The Float ensures all carts are cleared from the parking lot at end of day.

7. The Float receives donations and then weighs/records them and puts them in the appropriate location as necessary.

1. This person greets the client in the lobby and provides directions to check in at the computer station and get a number.

2. The greeter calls the clients back by number, collects the number, and assigns a shopper to the client.

3. The greeter also answers the phone and answers questions from clients. 

1. The meat person hands out bags of meat to each client.

2. When running low on meat bags, inform the Float to restock.

3. If a client wants only Fish or Fish and Chicken, inform the Float and they will pull a bag from the chest freezer by the kitchen.

4. At the end of the shift, make sure the lid to the freezer is fully closed.

1. The Miscellaneous Table hands out a selection of frozen food items and other miscellaneous items not featured on the floor elsewhere.

2. The amount to be distributed is determined by the Operations Manager and shared with the Aide.

3. Supplies for the Miscellaneous Table are kept on the shelves behind the table.  Frozen foods are in the freezer.

4. When supply is running low at the Station, notify the Aide or Float to restock.

5. At the end of the shift ensure all frozen foods are returned to the freezer and wipe down the table. 

1. The Outside Associate should wear a safety vest at all times in the parking lot.

2. The Outside Associate collects shopping carts in the parking lot and returns them inside.

3. The Outside Associate assists clients in loading their vehicle if requested.

4. The Outside Associate should keep the parking lot clear of trash.

1. Shoppers keep carts loaded with boxes and bags ready for clients.  

2. Shoppers are assigned clients by the Greeter.

3. Shoppers walk with the client and help them select their food (quantities are identified on each item), bagging, or boxing the items as they go.

4. Thank the client at the end of shopping and ask if they need assistance in loading – assist if requested.

5. Shoppers will retrieve empty carts from the parking lot when needed. 

1. The person assigned to vegetables, stocks the selection table with items determined by the Operations Manager, and helps clients with the selection of items.

2. The Operations Manager tells the Aide the quantity that can be distributed to each client.  

3. When supply is running low, the vegetable person will notify the Aide or Float to restock.

4. On Wednesdays and Veterans Week Thursdays, ensure the proper shutdown the Vegetable Station and the removal of the following items from the distribution floor at the end of the day:

   • Vegetables that are still fresh enough to last to the next distribution day may be stored in the Vegetable Station cooler

   •  All excess fresh vegetables are to be returned to the walk-in cooler

   • Ensure Vegetable Station tables are clean and the area around the tables is swept and picked-up

5. On non-Veterans Week Thursdays and Veterans Saturdays, ensure the proper shutdown the Vegetable Station and the removal of the following items from the distribution floor at the end of the day:

   • Most vegetables will be cleared to the walk-in cooler or sent out of the Pantry with Access to Excess

   • Vegetables that are still fresh enough to last to the next distribution day may be stored in the Vegetable Station cooler.  All excess fresh vegetables are to be returned to the walk-in cooler

   • Vegetables that will not last to the next distribution day will need to be set aside in the warehouse for removal – the Operations Manager will make the decision as to which vegetables go where.

     • Ensure Vegetable Station tables are clean and the area around the tables is swept and picked-up