Administrative Assistant

About the Role

• Assist with preparing and processing billing reports, invoices and P-Card (Purchasing Card) receipt reconciliation. • Handle assigned internal and external communications, such as emails, memos and phone calls. • Track and reconcile food service expenses for monthly and quarterly financial reporting. • Support inventory tracking and assist in supply orders. • Provide support in revising menus and recipe cards. • Customer Service • Identifies and responds to current and future needs by providing excellent service to internal and external customers. • Uphold confidentiality and adhere to professional standards when managing sensitive information. • Organize and maintain accurate records for audits, inspections, certifications and compliance tracking. • Stand for 4 or more hours between breaks. • Provide CPR and first aid to others. • Attend staff meetings, document meeting minutes, and share departmental updates. • Coordinate and monitor staff and detainee worker training sessions and certification compliance. • Maintain all daily food service documentation including but not limited to meal count records, production sheets, cleaning schedules, and temperature logs. • Verify the accuracy of timekeeping records to ensure that break periods are properly documented and promptly submit pay records for processing. • Keep muster notes organized and up to date to ensure seamless communication during pass down. • Safety and Security • Promotes a safe work environment for co-workers and customers. • Secure and maintain DHS/ICE government clearance.

Key Responsibilities

• ▸invoice processing
• ▸expense tracking
• ▸inventory management
• ▸food documentation
• ▸training coordination
• ▸audit records

What You Bring

• Possess a State of Texas Food Handlers Permit. • Work safely on uneven and/or slippery surfaces. • The position is required to work most hours in an indoor detention facility environment, standing and walking most of the time, while maintaining a degree of physical fitness to respond quickly to changes in work demands, emerging situations and emergencies. At a minimum, the Food Service Worker must be able to perform the following physical activities with or without a reasonable accommodation: • Pass pre-employment physical and drug screenings, along with annual physicals and random drug tests. • Demonstrate the ability to work with a diverse population of people, including different cultures with different values and lifestyles, with a cross-cultural perspective. • Demonstrate sound judgment, courage, alertness, a calm disposition, and reliable performance in fulfilling responsibilities. • Corporate Values • Understands, embraces, and integrates AKIMA corporate values into everyday duties and responsibilities. • Teamwork • Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization. • Display a high level of integrity, accountability, and discretion in handling sensitive matters. • Ability to become First Aid, CPR and AED certified with initial training and maintain certification. • Successfully pass a criminal background and consumer credit check (with no criminal record). • Regularly lift and/or move up to 30 pounds; and occasionally lift and/or move up to 50 pounds. • Possess a high degree of integrity, accountability and the ability to adhere to DHS ICE standards. • Knowledge of purchasing processes, invoicing, and financial reconciliation. • Proficiency in Microsoft Office Suite (particularly Excel and Word), with familiarity in inventory or procurement systems being an advantage. • Two or more years of administrative experience, ideally in food service or detention settings. • Must currently reside and maintain residency within the continental United States. • Use close vision, distance vision, and color vision. • Must be a U.S. citizen or hold lawful permanent residency status, having resided in the United States for the past five years. • Hold a valid state driver’s license. • Capability of following and understanding written and verbal communication, policies and procedures. • Occasionally climb or balance; and stoop, kneel, crouch, or crawl. • Walk, talk, hear, taste, smell, and feel. • A high school diploma or GED is required with additional education or training in business office administration preferred. • Use fine motor skills (ability to make movements using the small muscles in hands and wrists). • Showcase strong organizational, time management, and communication skills. • Must always exhibit a professional appearance and a calm demeanor at all times. • Maintain composure and self-control under stressful situations, such as during emergencies involving fires, explosions, disruptions, or evacuations.

Requirements

• ▸food permit
• ▸first aid
• ▸microsoft office
• ▸high school
• ▸admin experience
• ▸driver’s license

Work Environment

Onsite