Administrative Assistant (Production Kitchen) South Bay at Volunteers of America Los Angeles in Los Angeles, CA

Job description

• This Administrative Assistant (Production Kitchen) assists the Nutrition Supervisor in coordinating office services, such as housekeeping, records control, and special management studies. The Administrative Assistant ensures that the management team is kept apprised of meetings and compliance deadlines, and maintains confidential files. They may coordinate personnel records, facility requirements, and licensing regulations.

Responsibilities

• Collaborate to ensure accurate collection of food temperatures and daily transport log information and enter all data promptly
• Answer telephones, refer callers, and distribute messages to respective parties. Schedule appointments and meetings. May oversee services, such as repairs, supplies, mail, and files.
• Monitor food allergy notifications sent by nutrition team and ensure timely notification to kitchen leadership and production staff. Provide support in verifying allergy substitutions are prepared and delivered correctly for children with dietary restrictions.
• Work cooperatively with VOALA Corporate office to coordinate purchasing procurement, accounts payable, and personnel matters.
• Implement program operating practices, such as record-keeping systems, budgetary requirements, and performance standards, and recommend development of new systems or revision of established procedure
• Coordinate collection and preparation of operating reports, such as time-and-attendance records, budget expenditure, and statistical records for performance data.
• Type correspondence, reports, memoranda, proposals, and financial statements. Prepare and maintain file informational and/or operational records.
• Maintain documentation and provide support to Supervisor to ensure inventory and record of food service items, including quantities and specifications.
• Attend meetings and trainings as designated by agency and/or as deemed necessary by Supervisor
• Other duties as may be needed to fulfill program requirements
• Services for this position must be provided on-site. As a result, the position requires incumbents to report to work on-site each day of active employment
• Collaborate to ensure accurate collection of food temperatures and daily transport log information and enter all data promptly
• Answer telephones, refer callers, and distribute messages to respective parties. Schedule appointments and meetings. May oversee services, such as repairs, supplies, mail, and files
• Monitor food allergy notifications sent by nutrition team and ensure timely notification to kitchen leadership and production staff. Provide support in verifying allergy substitutions are prepared and delivered correctly for children with dietary restrictions
• Work cooperatively with VOALA Corporate office to coordinate purchasing procurement, accounts payable, and personnel matter
• Implement program operating practices, such as record- keeping systems, budgetary requirements, and performance standards, and recommend development of new systems or revision of established procedures
• Coordinate collection and preparation of operating reports, such as time-and-attendance records, budget expenditure, and statistical records for performance data
• Type correspondence, reports, memoranda, proposals, and financial statements. Prepare and maintain file informational and/or operational records
• Maintain documentation and provide support to Supervisor to ensure inventory and record of food service items, including quantities and specifications
• Attend meetings and trainings as designated by agency and/or as deemed necessary by Supervisor
• Other duties as required and may be subject to change

Requirements

• Must be able to pass a fingerprint clearance, background check, including criminal history, personal references, employment and education verifications
• Proof at the time of hire
• TB clearance within 6 months’ prior
• Annual Influenza vaccination (between Nov. 1st - Mar. 31st)
• Pertussis (whooping cough) and measles immunization
• Health screening at the time of employment
• Requires ability to interact with children in a busy environment including, but not limited to:
• Able to lift up to 50 lbs.
• Frequently kneel and squat
• Ability to move quickly
• High School Diploma or Equivalent.
• Associate of Arts degree in Business Administration or Management Science. Years of experience may be substituted for the education requirement on a year-to-year basis
• Timely completion of required training
• 2 years of general office experience
• Knowledge of nutrition practices and allergy restrictions/food substitutions.
• Knowledge of CA driving laws.
• Promotes nutrition curriculum, activities, and initiatives.
• Bilingual English and Spanish (written and verbal).
• Associate of Arts degree in Business Administration or Management Science. (Years of experience may be substituted for the education requirement on a year-to-year basis.)

Skills

Required

• General office experience
• TB clearance within 6 months prior
• Able to lift up to 50 lbs.
• Frequently kneel and squat
• Ability to move quickly

Preferred

• Knowledge of CA driving laws