This position performs a broad range of administrative tasks in support of the Youth & Residential Services and high-level administrative and logistical support to the Culinary Director of SAFEty Initiative. This position will be counted on and included in providing services to participants at the program sites and will assist the programs in every aspect of programming operations.
- Provide general administrative support to the YRS Culinary Department.
- Manage and maintain program client management system in areas such as nutrition, USDA compliance, sanitation guidelines and general program inventory and establish procedures for processing data and to support updating related information.
- Manage the program/unit/division’s inventory, including receiving and distribution
- Asses and work to improve kitchen processes to continually gain efficiency and realize financial savings.
- May serve as point person for processing invoices for the program/unit/division’s via E-requester and other channels.
- Develop forms, as needed, and establish procedures for processing data and information. Develop and plan seasonal menus; special diets, and menu requests. Maintain confidentiality of all documents and other information.
- Track trainings of all staff, interns, and trainees to ensure compliance with agency and funder standards and requirements; Track statistics on menus and foodservices to ensure compliance with agency and funder standards and requirements
- Assist in booking travel for local, regional, or national travel related to any contracts for staff.
- Manage all in-kind donations including but not limited to food, kitchen equipment, and ad hoc donations and maintain all documentation required for funding purposes (e.g. Match)
- Oversee purchasing in receiving of inventory control, ordering and preparation, sanitation and quality assurance, and food safety
- Coordinates and performs specialized data processing tasks for the department, as defined by program needs and contractual requirements.
- Performs non-specialized tasks as needed including but not limited to word processing, filing, excel and directing correspondence in accord with organizational standards and program guidelines.
- Maintains an appropriate professional demeanor and cultural understanding towards internal and external members, participants, supervisors, clients, and visitors.
- Manage all Protocol and Procedure Manuals and Standard Operation Procedures to remain current, relevant, and in compliance.
- Lead project management of grant applications
- Other duties as assigned
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Education and/or Experience: High school diploma or equivalent and five years of related experience, or equivalent combination of education and experience.
- Other Qualifications: Demonstrated computer proficiency, including word processing, spreadsheet and database software. A familiarity with or understanding of program-specific terminology (i.e., ISBE, Unaccompanied Children, mental health and addictions) may be required.
- Language Skills: Fluency in a second language may be required. Excellent verbal and written communication skills. Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the public.
- Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
- Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies.
- Quality – Demonstrates accuracy and thoroughness; Monitors own work to ensure quality.
- Quantity – Meets productivity standards; Strives to increase productivity.
- Technical Competency – Demonstrates proficient technical skills and capacity to develop.
- Customer Service – Responds to requests for service and assistance; Meets commitments.
- Ethics and Accountability – Adheres to organizational ethics and confidentiality standards.
- Interpersonal Skills – Maintains confidentiality; Listens to others without interrupting.
- Teamwork – Contributes to building a positive team spirit; Supports everyone’s efforts to succeed.
- Attendance and Punctuality – Is consistently at work and on time.
- Dependability – Follows instructions, responds to management direction.
- Initiative – Volunteers readily; Asks for and offers help when needed.
- Diversity – Demonstrated cultural competence and ability to work with diverse populations.
Work Environment: Each YRS program site operates on a 24/7 basis, 365 days per year. To meet both the needs of our participants and contractual obligations, employees of YRS need to be willing to be flexible in regards to work location and scheduling, each of which may be altered by program management at any time. Employees must be willing to perform any duty that may be required due to the needs of the program.
- All employees share responsibility for the cleaning and basic maintenance of our facilities.
- The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives or in order to ensure the required staff to client ratio is otherwise maintained.
- Crisis prevention and behavioral management techniques may include physically restraining and physically transporting residents.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.
- The employee is frequently required to reach with hands and arms.
- The employee is occasionally required to stand; walk; sit; climb or balance; and stoop, kneel, crouch, or crawl.
- The employee must occasionally lift and/or move various types of inventory, including various sizes and weights, up to his or her ability.
Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization’s AIDS Policy Statement of September 1987.