Department Level Secretary

Under direction of the Manager and Assistant Food Services Manager, position renders clerical support in performing diverse duties with minimum supervision. Competently performs clerical functions that supports the training and organizational needs of the FANS staff members.

Essential Duties & Responsibilities:

• Performs routine office or clerical support tasks including sorting and distributing mail, photocopying, faxing, typing, filing, Updating Departmental Bulletin Boards, Data Entry for Daily Productivity, Record and Track department specific metrics (Test Trays, monthly Joint Commission Reports, Temp Logs, Rounding Logs, Dish room Logs). Submit Maintenance/Service Requests as necessary.

• Makes appointments, schedules conferences and meetings, prepares meeting presentation materials, and performs other duties related to maintaining FANS Department's training schedule, exercising discretion in commitment to the staff members' training needs.

* Schedules educational training sessions for organizational staff members (i.e., including but not limited to online education, in-person courses, etc.)

• Receives incoming telephone calls, screens, routes calls appropriately, and / or provides information as necessary.

• Reconciles Café Cash, makes daily deposits, and makes daily change orders through business office. Prints and maintains adequate Café Order Forms and Catering Stickers as needed, Orders and Maintains proper inventory of Office Supplies.

• Processes Departmental Invoices, Blanket Purchase Orders, etc.

• Cooperates as a member of the FANS department, to aid team members when needed.

• Performs Departmental HR functions – Tracks and Reports Daily Time and Attendance in E-Time, Prints Applications, Schedule Interview, Creates Departmental Employee Files, Prepares Departmental Orientation Packets, Orders New Hire Uniforms, Payroll Deducts with uniform rental vendor – tracks and monitors correct billing for said uniforms.

• Communicates as needed with vendors inside and outside the organization for service requests (food vendors, IT Support, Maintenance)

• Processes Catering and Floor Stock orders via CaterTrax Catering program, updates Online Menus/Digital Menu Boards/ChowNow, etc.

• Performs related work as required, communicates pertinent data to appropriate parties, maintains confidentiality, conducts themself effectively in stressful situations, performs special assignments and other duties as necessary.

Education: High School Diploma/GED required.

Experience: 1 year clerical experience and 1 year computer usage to include Microsoft Excel, WORD, Power Point and email.

Additional Experience Preferred

• Current knowledge of administrative practice.

• Ability to operate and handle many kinds of complex equipment: copy machine, intercom system, telephones, computer and fax machine.

• Ability to communicate effectively both verbally and in writing

• Effectively handles frequent interruptions and distractions.

• Experience in computer order entry.