Boys & Girls Clubs of the Greater Triad CACFP Program Support Specialist High Point, NC · Part time

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We enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. We’re here to ensure every child has the support and opportunity they deserve.

Position Overview

Position Type: Part-Time

Pay Rate: $18.00 per hour

Hours: 20–25 hours per week

Work Schedule: Last week of August through the first week of June

Summer Schedule: Position is off June through August

Reports To: Director of Youth Development & Wellness

Location: Central Office and Program Sites, as needed

Position Summary

The Part-Time CACFP Compliance & Program Support Personnel is responsible for supporting the organization’s compliance with the Child and Adult Care Food Program (CACFP) requirements. This position will ensure that required meal documentation, delivery records, menus, timesheets, monitoring forms, and other CACFP records are collected, reviewed, accurately entered, properly maintained, and submitted within required timelines.

The CACFP representative will work closely with program site directors, staff, and the Director of Youth Development & Wellness to ensure that all sites maintain accurate and up-to-date CACFP records and operate in accordance with CACFP requirements.

This position requires strong attention to detail, organization, follow-through, confidentiality, and the ability to communicate effectively with staff at multiple program locations.

Essential Responsibilities

Meal Count & Delivery Documentation

• Collect meal count sheets and food delivery receipts from all program sites on a weekly basis.
• Review submitted meal count sheets weekly to ensure:
• Meal counts are complete and accurate.
• Required information has been properly documented.
• Counts are reasonable and consistent with program records.
• Any errors, omissions, or discrepancies are identified and corrected in a timely manner.
• Make necessary corrections to meal count documentation in accordance with CACFP requirements and organizational procedures.
• Collect and review all required delivery receipts and ensure they correspond with program records.
• Make copies of meal count sheets and delivery receipts weekly for each club/site to maintain in its on-site CACFP records.
• Ensure each site maintains current and complete copies of required documentation.

Monthly CACFP Documentation & Claim Preparation

The CACFP representative will ensure that all required monthly documentation is collected, reviewed, organized, and submitted according to established deadlines.

By the first Wednesday of each following month, the representative will ensure that the required CACFP documentation for the previous month has been collected and submitted, including:

• All meal count sheets for the month.
• All food delivery receipts.
• Menus.
• Timesheets.
• Other required CACFP supporting documentation.

The representative will review all documentation for completeness and accuracy before submission and will follow up with site directors and staff regarding any missing or incomplete records.

The representative will also submit all required monthly claim-support documentation to the supervisor by the 10th of the following month, including:

• The required Edit Check Policy documentation.
• Excel spreadsheet containing meal totals.
• Other supporting documentation required for claim submission.

Data Entry & Record Management

• Enter meal count information from site meal count sheets into the designated Excel spreadsheet on a weekly basis.
• Maintain accurate and current meal count totals to support timely CACFP claim submission.
• Review data entries for accuracy and resolve discrepancies between source documents and electronic records.
• Properly organize and file all required CACFP documents at the central office.
• Maintain records in an orderly filing system that allows documents to be easily located for monitoring, audits, reviews, or other official purposes.
• Ensure required on-site CACFP records are current and properly maintained at each program location.
• Assist with annual record retention procedures, including identifying and discarding documents that are no longer required to be maintained, in accordance with applicable CACFP record-retention requirements and organizational policies.

CACFP Monitoring & Site Compliance

The CACFP representative may assist with conducting CACFP monitoring visits at each program site.

Responsibilities may include:

• Assisting with scheduled CACFP site monitoring visits.
• Completing the appropriate CACFP monitoring form for the sponsoring organization.
• Reviewing site records to ensure required documentation is present, accurate, and up to date.
• Verifying that meal count sheets and delivery receipts maintained on-site are current and properly filed.
• Reviewing site operations to ensure they are being conducted in accordance with CACFP requirements.
• Identifying missing documentation, discrepancies, or areas of concern.
• Communicating monitoring findings to the Director of Youth Development & Wellness.
• Following up with sites to ensure identified concerns are addressed and corrected.
• Supporting the organization in maintaining ongoing CACFP compliance across all program sites.

Communication & Follow-Up

• Maintain open and consistent communication with the Director of Youth Development & Wellness regarding CACFP operations, documentation, deadlines, and compliance concerns.
• Promptly report missing, incomplete, inaccurate, or potentially non-compliant documentation.
• When documents are missing or corrections are needed, communicate directly with the appropriate site director or staff member to obtain the necessary information.
• Loop the supervisor into communications with directors or staff regarding CACFP documentation, compliance concerns, or unresolved issues.
• Keep the supervisor informed of any recurring concerns, missed deadlines, discrepancies, or issues that may affect CACFP claim submission.
• The Director of Youth Development & Wellness will address significant concerns with the appropriate staff member, director, or administrator to determine and implement a resolution.

Required Qualifications

• High school diploma or equivalent preferred.
• Previous experience with CACFP, food program administration, childcare, youth programming, education, administrative support, or compliance-related work preferred.
• Strong organizational and record-keeping skills.
• Excellent attention to detail and accuracy.
• Basic to intermediate proficiency with Microsoft Excel and electronic data entry.
• Ability to review documents and identify missing, incomplete, or inconsistent information.
• Ability to maintain confidential and sensitive program records.
• Strong verbal and written communication skills.
• Ability to work independently, meet deadlines, and follow through on assigned responsibilities.
• Ability to communicate professionally with program directors, site staff, supervisors, and administrators.
• Ability to travel to program sites as needed for monitoring and compliance support.

Preferred Skills & Characteristics

The successful candidate should be:

• Organized and dependable.
• Detail-oriented and accurate.
• Comfortable working with spreadsheets and numerical data.
• Proactive in identifying and addressing documentation issues.
• Able to manage multiple deadlines and program sites.
• Professional and respectful when communicating with site staff.
• Comfortable following up when documentation is missing or corrections are needed.
• Able to work independently while maintaining regular communication with the supervisor.
• Committed to maintaining CACFP compliance and supporting the successful operation of the food program.

Work Schedule & Compensation

• Pay: $18.00 per hour
• Hours: Approximately 20–25 hours per week
• Employment Period: Last week of August through the first week of June
• Summer Break: Position is off during June through August
• Schedule may vary based on program needs, CACFP deadlines, monitoring requirements, and site operations.

Additional Responsibilities

The responsibilities listed above are not intended to be all-inclusive. The CACFP Compliance & Program Support Personnel may be assigned additional duties as needed to support the successful operation of the CACFP program, maintain compliance, meet reporting requirements, and ensure that all required records and documentation are properly maintained.

The employee is expected to communicate concerns promptly, maintain open communication with the Director of Youth Development & Wellness, and assist with resolving documentation or compliance issues in a timely and professional manner.

Position Accountability

The CACFP Compliance & Program Support Personnel reports directly to the Director of Youth Development & Wellness and is responsible for ensuring that assigned CACFP documentation and compliance responsibilities are completed accurately and within established deadlines.

The position plays an important role in ensuring that the organization is prepared for CACFP monitoring, reviews, audits, and claim submission by maintaining complete, accurate, and accessible records at both the central office and program sites.