Assistant Food Service Manager - Echo Cliffs Health Center

POSITION SUMMARY

This position provides administrative and clerical office support as well as oversight of the Food Service Department during the Food Service Manager’s absence which is essential to the operation of the Food Service Department which includes assessing, planning, supervising and coordinating the daily food service program operations of Echo Cliffs.  The incumbent works closely with the Food Service Manager, Lead Cook, Food Service Staff, Finance, and other departments to accomplish the goals and objectives of the facility as well as assisting with budget meetings and processes.  The Assistant Food Service Manager will assist in implementing the safety and sanitation of the department with knowledge of food service practices and procedures.  The Assistant Food Service Manager also serves as the department timekeeper.

NECESSARY QUALIFICATIONS

Education:

Must have a High School Diploma or GED

       Experience:

• Must have two (2) years’ experience working in a fast-paced office environment
• Must have six (6) months of computer experience with spreadsheet, database management, and purchasing/materials management software
• Must have at least (2) years’ experience working in a fast-paced school or hospital food service environment

        Certifications:

• Must maintain and have a current valid food handler’s or obtain a valid food handler’s permit within five (5) days of starting the position.
• Must agree to obtain a Managers ServSafe Certification within six (6) months of starting in the position and complete as planned in a contractual agreed time period.

Other Skills and Abilities:

A record of satisfactory performance in all prior and current employment as substantiation by positive employment references from previous and current employers.  All employment references must address and indicate success in each one of the following areas:

• Positive working relationships with others
• Possession of high ethical standards and no history of complaints
• Reliable and dependable; reports to work as scheduled without excessive absences.
• Ability to manage multiple priorities and deadlines.
• Excellent communication and motivational skills; ability to work with people from all levers of discipline.
• Demonstrates interpersonal communication, and presentation skills and excellent customer service skills.
• Must have ability to communicate effectively in English, both verbally and in writing.
• Basic computer knowledge is needed.
• Completion of and above-satisfactory score on all job interviews, demonstrating to the satisfaction of the interviewers and TCRHCC that the applicant can perform the essential functions of the job
• Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job
• Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job
• Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading or incomplete information, as determined by TCRHCC.

MENTAL AND PHYSICAL EFFORT

The physical and mental demands described here are representative of those that must be met by an   employee to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical:

This position requires the incumbent to have high energy and can maintain a long and flexible schedule to meet the requirements of this position.  Including long periods (½ the workday) standing; sitting in meetings; talking or hearing; use of both hands to for simple grasping, firm grasping and fine manipulation; reach with both hands and arms. Frequent standing and walking to reach locations in the facility; prolonged push/pull of up to 35 pounds and occasional push/pull of up to 100 pounds or more; stoop, kneel, crouch, crawl, bending, light carrying. Must be able to lift up to 35 pounds frequently and up to over 100 pounds occasionally. Must have prolonged close, distant, color, peripheral vision along with depth perception and ability to adjust focus. Must have the ability to hear alarms on equipment; client calls; instructions from physician/department staff; and overhead announcements.

Mental:

The incumbent performs a range of administrative, budget assistance and clerical support functions for the Food Service Department involving prolonged periods of high-level stress and handling multiple priorities. Budget assistance involves identifying the type of transaction; compiling, cash counting and verifying costs; computing and adjustment account balances; and preparing budget expense reports.  Incumbent uses independent judgment and analytical skills to make decisions that impact operations, finances and customer service within the organization while demonstrating a high degree of patience. Incumbents will also on occasion cope with anger/fear/hostility of others and manage altercations in a calm manner.

Environmental:

Incumbent will have exposure to loud noises for a prolonged period. Will frequently be exposed to chemical agents and extremes in temperature or humidity. On occasion will be exposed to infectious diseases, dust, fumes, gases, unprotected heights and hazardous or moving equipment.

ESSENTIAL FUNCTIONS

Administrative:

1. Ensure proper Personal Protective Equipment is always worn while on duty including face mask, gloves and if necessary, aprons, eye and face shield when required.
2. Demonstrates a pleasant, professional demeanor and image while greeting and addressing employees and visitors; answers questions in a knowledgeable manner and provides appropriate forms to meet the objective(s) of the inquiry. Receives incoming telephone calls and visitors, identifies nature of business and determines appropriate course of action. Takes messages for staff in their absence or directs urgent matters to the most appropriate staff member. 
3. Prepare, type, and review for accuracy a variety of correspondence including schedules, memos, reports, and technical documents, forms, meeting minutes, policies and procedures. Drafts letters on routine matters for signature of supervisor or signs letters on routine requests for information after extracting information from the supply management records. Completes forms required for reports by the supervisor as necessary.
4. Prepares and maintains timesheets and work schedules for Food Service staff. Serves as department  timekeeper for staff, confirming timecards for accuracy and informs supervisor of discrepancies
5. Makes certain necessary materials and equipment are assembled for meetings, conferences, or other gatherings. Assures meeting minutes or reports are current and accurate
6. Coordinates travel for department staff, including scheduling transportation, making lodging reservations, keeping in touch with staff en route and preparing travel reports. Enters department requisitions, orders, and/or invoices into the procurement system for timely processing. Works closely with accounts payable and purchasing staff on resolving issues: invoices, requisitions, PO processing.
7. Establishes and maintain contracts with vendors, works with the Procurement Department to create and initiate purchase orders for Food Service Department supplies and equipment, prepares invoices, and establishes new agreements in conjunction with the procurement requirements. Receives, unloads, and process incoming shipments and informs General Services of all supplies received. Maintain and updates a tracking system to ensure all supplies, contracts, services, or equipment ordered are received and ensures follow-up on backorders including: inventory of all received goods, supplies, contracts & services, and equipment to obtain as accurate count.
8. Assists Food Service Manager in ordering / monitoring inventory supplies for the department. Coordinates/plans with Food Service Manager in ordering of supplies or equipment; develops and maintains statistics pertaining to Food Service equipment inventory and expectancy.
9. Compiles statistical and other data from reports or records, extracting data from documents and posting or tabulating same to work sheets or other office records. Assists in preparing reports on a regular basis, quarterly or as directed, which reflects spending on department accounts, current balances, outstanding requests, and incoming credit memos.
10. Counts and verifies all money/receipts of daily cafeteria transactions with a Finance representative and compiled in the cafeteria meal cost report to be submitted to Finance.
11. Obtain quotes from Vendors/Suppliers, prepare and review (for accuracy) all obligating procurement documents for requisitions, purchase orders, contracts, travel/training, credit card purchases, etc. making sure process and timeframes are met. Create a supply order list (with catalog numbers) in Workplace for the department. Establish and maintain Vendor Files and department staff working files.
12. Performs other duties as assigned.

Management:

1. Assists with the implementation of regulatory requirements of health care industry and provide nutritional appetizing food.
2. Oversees the publication and distribution of menus.
3. Monitor food production and service to assume that planned menus are followed and that substitutions comply with menu requirements. Maintain full production records on all meals
4. Maintains an accurate inventory of all food supplies and equipment.
5. Ability to communicate with employees and other business contacts in a courteous and professional manner
6. Assists the Division Chief in efficiency of operations as well as the quality of service
7. Provides leadership in creating a team environment for effective and efficient operations
8. Improves staff effectiveness by motivating, coaching, counseling, training, orientating and recommending disciplinary action for employees; planning, delegating, monitoring, appraising job tasks and results in a timely manner, and approving time sheets.
9. Math skills necessary to calculate food cost, food marketing, daily cash balancing.
10. Oversees the supervision of personnel, which includes work allocation, schedules, time approval, hiring, training, orientation, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
11. Develops measurable performance expectations for assigned staff according to department goals and objectives.
12. Plans distribution of work to subordinates on a day-to-day basis within the guidelines and time constraints and priorities of the department. 
13. Plan and adjust work schedule as needed to meet personnel shortages, emergencies, or unplanned situations. Provides guidance as required to accomplish personnel’s ability to complete work assignments on time, budgetary challenges, personnel matters, adjustments required in food production and changes in food service provision.
14. Manage time and attendance of subordinates.
15. Assists in the coordination and collaboration with the Registered Dieticians and if need the medical providers for providing the highest quality medical nutrition therapy
16. Develops Cafeteria, Catering, and other retail and patient food service programs
17. Performs other duties as assigned.