On-Site Administrative Assistant - Kitchen & Nutrition Support

voalacs; Los Angeles (CA); Hybrid; USD 36,000 - 39,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Retirement benefits

Job summary

Volunteers of America Los Angeles is seeking an Administrative Assistant (Production Kitchen) to support the Nutrition Supervisor with office services, records control, and compliance. This on-site role includes coordinating data, schedules, and inventory, while working with VOALA for purchasing, reporting, and staff coordination.

Requirements include a HS diploma or AS degree, 2 years general office experience, and ability to lift up to 50 lbs.

Qualifications

• Fingerprint clearance and background checks are required.
• TB clearance within 6 months and required vaccinations.
• Health screening at start of employment.
• Ability to interact with children in a busy environment, including lifting up to 50 lbs.

Responsibilities

• Collect and enter food temperatures and daily transport logs promptly.
• Answer phones, route calls, schedule appointments and meetings.
• Notify kitchen leadership of allergy substitutions for dietary restrictions.
• Coordinate purchasing, accounts payable, and personnel matters with VOALA Corporate office.
• Maintain records, budgetary data, and performance standard reports.
• Attend meetings and trainings as designated by the agency may be required.
• Other duties as needed to fulfill program requirements.

Skills

Fingerprint clearance

Background check

TB clearance

Influenza vaccination

Pertussis vaccination

Ability to lift up to 50 lbs

Bilingual English and Spanish

Education

High School Diploma or Equivalent

Associate of Arts degree in Business Administration or Management Science

2 years of general office experience

Job description

VOALA
Helping Our Most Vulnerable Change Their Life Stories

Volunteers of America is a non-profit human services organization committed to serving people in need, strengthening families, and building communities. VOALA provides a variety of social services to Los Angeles area communities such as Head Start programs, Upward Bound college prep programs, veterans’ services, homeless shelters, low-income housing program as well as drug and alcohol rehabilitation. Learn more at www.voala.org.

PAY RATE: $26.16 - $26.50 PER HOUR

BENEFITS: VOALA offers competitive medical, dental, vision and retirement benefits.

JOB SUMMARY AND PURPOSE

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.

DUTIES AND 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

ESSENTIAL DUTIES:

• 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

MANDATED REPORTER

As service providers to the underprivileged and vulnerable in our community, all employees are considered Mandated Reporters, and must report any instance of physical or sexual abuse to proper authorities.

Qualifications

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

EDUCATION:

• 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

EXPERIENCE:

• 2 years of general office experience

PREFERRED QUALIFICATIONS:

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.)

Volunteers of America is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

This employer participates in E-Verify as required by the federal government and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.