ABOUT THIS OPPORTUNITY
** Starting Hourly rate: $15 to $23
POSITION SUMMARY
This position provides administrative and general clerical office support that is essential to the operation of the Dietary Department. The incumbent works closely with the Food Service Manager, Food Service Staff, Finance, and other departments to accomplish the goals and objectives of the facility; serves as department timekeeper.
ESSENTIAL FUNCTIONS
- Demonstrates a pleasant, professional demeanor and image while greeting and addressing employees and visitors; answers questions in a knowledgeable manner and provides appropriate forms to meet the objective(s) of the inquiry. Receives incoming telephone calls and visitors, identifies nature of business and determines appropriate course of action. Takes messages for staff in their absence or directs urgent matters to the most appropriate staff member.
- Prepare, type, and review for accuracy a variety of correspondence including schedules, memos, reports, and technical documents, forms, meeting minutes, policies and procedures. Drafts letters on routine matters for signature of supervisor or signs letters on routine requests for information after extracting information from the supply management records. Completes forms required for reports by the supervisor as necessary.
- Prepares and maintains timesheets and work schedules for Food Service staff. Serves as department timekeeper for direct hire staff, confirming timecards for accuracy and informs supervisor of discrepancies
- Makes certain necessary materials and equipment are assembled for meetings, conferences, or other gatherings. Assures meeting minutes or reports are current and accurate.
- Coordinates travel for department staff, including scheduling transportation, making lodging reservations, keeping in touch with staff en route and preparing travel reports. Enters department requisitions, orders, and/or invoices into the procurement system for timely processing. Works closely with accounts payable and purchasing staff on resolving issues: invoices, requisitions, PO processing.
- Establishes and maintain contracts with vendors, works with the Procurement Department to create and initiate purchase orders for Dietary Department supplies and equipment, prepares invoices, and establishes new agreements in conjunction with the procurement requirements. Receives, unloads, and process incoming shipments and informs General Services of all supplies received. Maintain and updates a tracking system to ensure all supplies, contracts, services, or equipment ordered are received and ensures follow-up on backorders including: inventory of all received goods, supplies, contracts & services, and equipment to obtain as accurate count.
- Assists Manager in ordering / monitoring inventory supplies for the department. Coordinates/plans with Food Service Manager in ordering of supplies or equipments; develops and maintains statistics pertaining to Food Service equipment inventory and expectancy.
- Compiles statistical and other data from reports or records extracting data from documents and posting or tabulating same to work sheets or other office records. Assists in preparing reports on a regular basis, quarterly or as directed, which reflects spending on department accounts, current balances, outstanding requests, and incoming credit memos; provides data report on Patient Satisfaction measures to the PI Coordinator as part of quality improvement
- Counts and verifies all money/receipts of daily cafeteria transactions with a Finance representative and compiled in the cafeteria meal cost report to be submitted to Finance.
- Obtain quotes from Vendors/Suppliers, prepare and review (for accuracy) all obligating procurement documents for requisitions, purchase orders, contracts, travel/training, credit card purchases, etc. making sure process and timeframes are met. Create a supply order list (with catalog numbers) in HMS for the department. Establish and maintain Vendor Files and department staff working files.
- Ensure proper PPE is always worn while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
- Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
- Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee and external customer satisfaction
- Performs other duties as assigned.
MENTAL AND PHYSICAL EFFORT
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical:
The work requires prolonged sitting, frequent walking, and occasional standing, bending, climbing, kneeling, crouching, twisting, reaching and carrying light items such as mail, books, papers, files. Must have ability to occasionally maintain balance. This position requires the ability of far vision, near vision, color vision, depth perception, seeing fine details, hearing normal speech, hearing overhead pages and prolonged use of telephone. Must be able to use a keyboard for a prolonged period of time, frequent simple grasping with hands and occasional firm grasping or manipulation of hands. Position entails frequently lifting to 24lbs, occasionally up to 100lbs, frequent pushing/pulling up to 24lbs and occasionally pushing/pulling over 100lbs.
Mental:
The incumbent performs a range of administrative, budget assistance and clerical support functions for the Dietary Department. Budget assistance work involves identifying the type of transaction; compiling, cash counting and verifying costs; computing and adjustment account balances; and preparing budget expense reports. Must be able to concentrate, handle a high degree of flexibility, handle multiple priorities in stressful situation and demonstrate high degree of patience with also having the ability to occasionally manage altercations, adapt to shift work and work in areas that are close and crowded. Must have ability to frequently cope with high levels of stress, make decisions under high pressure, cope with anger, fear, hostility of others in a calm way and work alone.
Environmental:
May be exposed to chemical agents, dust, fumes, gases, and extremes in temperature or humidity frequently during a shift, occasionally to infectious diseases, hazardous or moving equipment or unprotected heights. May have prolonged exposure to loud noises.
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