Administrative Assistant - Los Fresnos, TX

Job Description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

Job Description
AIP is looking for an Administrative Assistant to work in Los Fresnos, TX. The Food Service Administrative Assistant is an administrative support position in the Food Service Department. This position will be responsible for performing secretarial duties, including drafting and editing correspondence, scheduling appointments, maintaining files, and answering phones. The Food Service Administrative Assistant also assists with purchasing and billing, handling various types of records and assisting with office efficiency. Also works with budgeting (tracking/reconciling expenses for financial reporting) and supports the food service function in an administrative coordination capacity - staff and detainee worker training and certification compliance.

In addition to secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. To join our team of outstanding professionals, apply today.

Responsibilities

Maintain daily food service documentation including but not limited to meal count records, production sheets, cleaning schedules, and temperature logs.
Assist with preparing and processing billing reports, invoices and P-Card receipt reconciliation.
Track and reconcile food service budgeting and expenses for monthly and quarterly financial reporting.
Organize and maintain accurate records for audits, inspections, certifications and compliance.
Verify the accuracy of timekeeping records to ensure that break periods are properly documented and promptly submit pay records for processing.
Provide support in revising menus and recipe cards.
Keep muster pass down notes organized and up to date to ensure seamless communication.
Handle assigned internal and external communications, such as emails, memos and phone calls.
Coordinate staff and detainee worker training sessions and certification compliance.
Assist with inventory tracking and supply and equipment ordering.
Attend staff meetings and document meeting minutes.
Uphold confidentiality and adhere to professional standards when managing sensitive information.
Perform any duties as assigned by the FSA or Assistant Food Service Manager.
Core Competencies:

Commitment to Excellence - Identifies what needs to be accomplished and takes action to achieve a standard of excellence beyond job expectations.
Corporate Values - Understands, embraces, and integrates AKIMA corporate values into everyday duties and responsibilities.
Customer Service - Identifies and responds to current and future needs by providing excellent service to internal and external customers.
Safety and Security - Promotes a safe work environment for co-workers and customers.
Teamwork - Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.

Additional Qualifications/Responsibilities

Qualifications

A high school diploma or GED is required with additional education or training in business office administration preferred.
Two or more years of administrative experience preferred, ideally in food service.
Required Qualifications:

Must be a U.S. citizen or hold lawful permanent residency status, having resided in the United States for the past five years.
Successfully pass a criminal background and consumer credit check (with no criminal record).
Secure and maintain DHS/ICE government clearance.
Pass pre-employment physical and drug screenings, along with annual physicals and random drug tests.
Hold a valid state driver's license.
Ability to obtain and maintain First Aid, CPR and AED. Certification must be obtained within the initial new hire training.
Demonstrate sound judgment, alertness, and reliable performance in fulfilling responsibilities.
Maintain composure and self-control under stressful situations during emergencies.
Must exhibit a professional appearance and a courteous demeanor at all times.
Display a high level of integrity, accountability, and discretion in handling sensitive matters.
Knowledge of purchasing processes, invoicing, and financial reconciliation.
Possess strong organizational, time management, and communication skills.
Proficiency in Microsoft Office Suite (particularly Excel and Word), with familiarity in inventory or procurement systems.
Capability of following and understanding written and verbal communication, policies and procedures.
Ability to adhere to DHS ICE standards.
Demonstrate the ability to work with a diverse population of people, including different cultures with different values and lifestyles.