Executive Director

JOB DESCRIPTION

Organization

Feed the Need of Putnam County

Position

Executive Director

Reports To

Board of Directors

Employment Status

Part-time salaried W-2 position, anticipated at approximately 20-30 hours per week, with the possibility of expanding as organizational needs and sustainable funding permit.

Compensation

$38,000-$42,000 annually, with final compensation set by the Board based on the role, schedule, qualifications, experience, available funding, and applicable requirements.

Work Schedule

Flexible schedule coordinated with the Board to support key meetings, community engagement, and operational priorities.

Benefits

Eligible for fringe benefits after completing 90 days of employment, subject to applicable policies and plan terms; 8 hours of paid time off accrued per month; and a healthcare stipend may be available subject to policy, eligibility, and funding.

FLSA Classification

To be determined based on the final duties, work arrangement, compensation, and applicable law.

Position Summary

The Executive Director provides leadership for Feed the Need of Putnam County in partnership with the Board of Directors, staff, volunteers, donors, and community partners. The role advances the organization's mission, supports effective day-to-day operations, builds community support, and helps steward the organization's resources. Fundraising and resource development are central priorities of the position, with the Executive Director taking an active role in building donor, business, foundation, and community support. In this part-time position, the Executive Director helps set priorities and coordinate work across programs, warehouse activities, grants, finances, communications, and community relationships. Responsibilities may be shared with staff, volunteers, Board members, or outside service providers as appropriate to available resources and Board-approved policies.

Essential Duties and Responsibilities

1. Organizational Leadership and Board Partnership

Carry out the organization's mission and Board-approved priorities, policies, and direction.

Serve as a key point of connection among the Board, staff, volunteers, donors, partners, and community stakeholders.

Keep the Board informed through regular, clear updates on operations, finances, fundraising, grants, compliance, community impact, and emerging needs.

Work with the Board Chair to prepare meeting agendas and organize relevant reports, financial information, and other materials in a timely manner.

Participate in Board and committee meetings as agreed with the Board and share recommendations, updates, and follow-up on approved actions.

Assist with Board recruitment, orientation, engagement, planning, policy review, and committee work, while respecting the Board's governance role.

1. Staff and Volunteer Management

Coordinate employee recruitment, orientation, supervision, coaching, scheduling, and performance feedback in accordance with Board-approved policies and available resources.

Help establish clear roles, expectations, schedules, and training plans for staff, in collaboration with the Board and team.

Support volunteer recruitment, orientation, scheduling, recognition, and retention, and help maintain appropriate service and training records.

Promote a respectful, inclusive, safe, mission-centered workplace and volunteer culture.

Work through performance, conduct, safety, and workplace concerns in a timely and respectful way, consulting the Board when appropriate under policy or based on the issue.

Work with staff and volunteers to plan coverage for warehouse operations, distributions, events, and other commitments, using available resources and setting priorities with the Board as needed.

1. Warehouse and Operational Oversight

Provide oversight and help coordinate safe, orderly, and sanitary warehouse, food-storage, distribution, equipment, vehicle, and facility operations.

Help maintain practical procedures for receiving, inspecting, storing, rotating, tracking, and distributing food and donated goods, with appropriate inventory records and controls.

Coordinate, or support others in coordinating, schedules and workflows for pickups, deliveries, packing, distribution, volunteer shifts, and events.

Monitor facility, equipment, vehicle, technology, security, and maintenance needs; gather quotes and make or recommend purchases within delegated authority and the approved budget.

Help maintain appropriate emergency, incident-reporting, safety, sanitation, pest-control, recall, and business-continuity practices.

Review service capacity, operational challenges, distribution information, and community demand periodically, and bring practical improvement ideas to the Board.

1. Community Awareness, Outreach, and Partnerships

Represent Feed the Need of Putnam County in a positive and mission-centered way, as appropriate to the organization's needs and schedule.

Develop and maintain constructive relationships with civic organizations, faith communities, schools, government entities, businesses, food suppliers, service organizations, and other nonprofits.

Represent the organization at selected community meetings, events, presentations, and collaborative efforts that support the mission.

Work with the Board, staff, and volunteers on outreach that helps people learn about services, volunteer opportunities, food drives, sponsorships, and ways to give.

Stay attentive to community needs, potential service gaps, partnership opportunities, and useful referral resources.

1. Fundraising and Resource Development

Take an active leadership role, in partnership with the Board, in developing and carrying out a practical annual fundraising and resource-development plan that reflects approved goals, organizational capacity, and strategic priorities. The combined fundraising and grant goal is to secure resources sufficient to cover at least 50% of the agency's payroll requirements.

Personally cultivate and steward relationships with individuals, businesses, foundations, faith communities, civic groups, and event sponsors, while engaging Board members and volunteers in these efforts.

Lead and coordinate fundraising campaigns, food drives, sponsorships, events, appeals, and other revenue activities with Board members, staff, and volunteers.

Identify and pursue suitable grant opportunities; prepare applications or coordinate their preparation, including supporting materials, budgets, and required approvals.

Help track grant, reporting, renewal, and stewardship dates so requirements can be planned for and met.

Review fundraising progress, results, costs, donor trends, and opportunities with the Board regularly, and recommend adjustments to strengthen support.

1. Grant Oversight and Management

Organize grant files and help track award documents, agreements, budgets, correspondence, performance measures, and reporting requirements.

Work with financial and program support to help ensure grant funds and donated resources are used for approved purposes and appropriately documented.

Coordinate tracking of grant deliverables, expenditures, match requirements, restrictions, and deadlines throughout each grant period.

Prepare or coordinate program and financial reports, and bring significant risks, variances, or compliance questions to the Board's attention in a timely way.

Coordinate, with appropriate support, site visits, monitoring reviews, audits, record requests, and corrective actions related to grant-funded activities.

1. Financial Management

Work with the Treasurer, Finance Committee, bookkeeper or accountant, and Board leadership to develop an annual budget for Board review and approval.

Review revenue, expenses, cash flow, restricted funds, and budget-to-actual information regularly with the Treasurer or financial support provider.

Work with the Board and financial support providers to maintain appropriate internal controls, purchasing and approval practices, deposit procedures, and financial documentation for an organization of this size.

Review financial information with the Treasurer or other financial support and present clear updates, notable variances, forecasts, and possible responses to the Board.

Coordinate with qualified service providers and appropriate Board members on payroll, tax filings, annual information returns, insurance renewals, audits or reviews, and other financial obligations.

Help safeguard organizational assets and follow the Board-approved budget and delegated spending authority.

1. Data Collection, Evaluation, and Reporting

Support practical systems for collecting and maintaining reliable service, inventory, volunteer, donor, grant, financial, and community-impact information.

Track useful measures such as households served, food received and distributed, volunteer participation, program costs, fundraising, grant progress, and service trends, with support from others as available.

Prepare periodic, concise updates for the Board and coordinate reports for funders, partners, donors, and regulatory entities as needed.

Follow organizational practices and applicable requirements for protecting confidential information and maintaining accurate, secure, and accessible records.

Use available information to help assess community needs, review effectiveness, improve operations, support grant applications, and explain the organization's impact.

1. Compliance, Licensing, and Risk Management

Coordinate with the Board, staff, and qualified advisors to keep required registrations, licenses, permits, inspections, certifications, contracts, and insurance up to date.

Help the organization follow applicable requirements for food safety, sanitation, storage, transportation, workplace safety, volunteer screening, charitable solicitation, employment, nondiscrimination, confidentiality, and record retention, seeking qualified guidance when needed.

Help track compliance dates and give the Board reasonable advance notice of renewals, filings, inspections, policy needs, and material risks.

Coordinate required training and support staff and volunteers in following established safety and compliance practices.

Bring suspected misuse of funds, safety events, legal concerns, conflicts of interest, data incidents, and other significant issues promptly to the appropriate Board contact.

Help coordinate responses to inspections, complaints, insurance claims, incidents, and corrective-action requests, with Board or professional support as appropriate.

1. Communications and Donor Relations

Support clear, accurate, respectful, mission-aligned communications across print, email, website, social media, presentations, media contacts, and public statements.

Coordinate a communications calendar with the Board and team to support programs, fundraising, volunteer recruitment, community education, and donor stewardship.

Help ensure gifts are acknowledged in a timely way and donors receive appropriate updates about the impact of their support.

Help maintain accurate donor and partner records while honoring privacy, confidentiality, and donor preferences.

Prepare or coordinate impact stories, newsletters, appeals, press releases, presentations, and reports that accurately reflect the organization and the people it serves.

Respond to routine media inquiries as appropriate and coordinate sensitive or higher-risk communications with the Board Chair.

Performance and Accountability

The Board of Directors will provide an annual review based on goals agreed upon with the Executive Director. Fundraising and resource development are important areas of focus. Areas of consideration may include:

Safe, reliable services and progress in warehouse and distribution operations.

Progress toward the goal of covering at least 50% of the agency's payroll requirements through fundraising and grants, along with donor engagement, sponsorships, grant activity, events, and community partnerships.

Sound financial stewardship, clear Board updates, grant reporting, and attention to applicable requirements.

Supportive supervision and coordination of staff and volunteers, including recruitment, training, and retention as organizational capacity allows.

Constructive partnerships, public awareness, communications, donor stewardship, and mission impact.

Progress on Board-approved priorities and agreed-upon action items.

Minimum Qualifications

Relevant education, training, or experience in nonprofit management, business, public administration, social services, communications, food systems, or a related area is welcome. A combination of education and practical experience may be considered.

Experience in nonprofit operations, program administration, fundraising, grant management, community engagement, business operations, or a related setting is helpful. The Board will consider a range of relevant experience.

Experience working with employees or volunteers and managing multiple priorities is desirable.

Familiarity with budgeting, financial information, fundraising, grants, data reporting, or nonprofit governance is helpful; the Executive Director may work with Board members and professional support in these areas.

Clear written, verbal, interpersonal, organizational, and presentation skills.

Comfort using common office technology, spreadsheets, email, virtual meeting tools, and social media; familiarity with donor or contact databases is helpful.

Ability to travel locally for work-related activities. A valid driver's license and reliable transportation may be needed for some duties; reasonable accommodations will be considered.

Ability to complete background or reference checks required for the position.

Preferred Qualifications

Familiarity with Putnam County and its community is valued.

Experience with a food pantry, food bank, hunger-relief program, warehouse, or community-based nonprofit is helpful.

Experience in or a demonstrated interest in grant writing, donor relationships, sponsorships, or fundraising is welcome. The ability to build relationships and make thoughtful fundraising requests is valued.

Experience working with a nonprofit Board or preparing organizational reports is helpful.

Relationships with local civic, faith, business, government, or nonprofit partners are an asset.

Food-safety, warehouse-safety, emergency-management, or volunteer-management training is helpful; additional training may be completed after hire where appropriate.

Core Competencies

• Mission-driven leadership
• Integrity and sound judgment
• Operational discipline
• Financial stewardship
• Fundraising and relationship development
• Clear communication
• Collaboration and diplomacy
• Data-informed decision-making
• Adaptability and initiative
• Respect for clients, donors, volunteers, staff, and community partners

Physical and Working Conditions

Work takes place in office, warehouse, distribution, meeting, and community-event settings. Duties may include walking or standing, computer work, local travel, and occasional handling of supplies. Reasonable accommodations will be considered.

Benefits

Flexible scheduling coordinated with the Board to support meetings and organizational priorities.

Eligible for fringe benefits after 90 days of employment, subject to Board-approved policies and applicable plan terms.

Eight hours of paid time off accrue monthly; approval, use, carryover, and payout follow Board policy.

A healthcare stipend may be available to employees enrolled in an eligible Health Insurance Marketplace plan, subject to policy, eligibility, funding, and applicable law.

Compensation Governance

The anticipated annual salary is $38,000-$42,000 for a 20-30-hour week. The Board will set final compensation based on the role, schedule, candidate's qualifications and experience, comparable nonprofit positions, available funding, and applicable requirements. The position may grow to full-time as needs and sustainable funding permit, subject to Board approval. The Board will review terms if the hours or responsibilities change.

Additional Provisions

Pay: $35,000.00 - $42,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person