Position Purpose

Provide administrative, clerical and operational support for the Food Service Department and Food Service Manager. Acts as back-up for kitchen operation in absence of Head Cooks. Acts as a back-up for CACFP compliance procedures in absence of Food Service Manager. Develop and maintain required records and systems.

Essential Job Responsibilities: Performance Indicators

Office Support/ Office Systems (90%)

  1. Maintain daily menu production records utilizing Child & Adult Care Food Program (CACFP) tools and Microsoft Excel. 
  2. Coordinates between Head Cooks and Site Cooks for weekly inventory to develop the weekly grocery list. Reviews weekly inventory for compliance with meal standards. 
  3. Assist in preparing monthly menus for program and monthly food lists for parent meetings.
  4. Prepare Site Cook weekly food delivery lists. 
  5. Assist in maintaining updated Special Diet list with Food Service Manager and kitchen staff.
  6. Assist in ordering food and non-food items and receipts of food service venders
  7. Assist with review of monthly meal counts and attendance for the CACFP Monthly Claim. 
  8. Organize and maintain department financial systems for purchase orders and vendor invoices.  
  9. Assist in reconciliation of invoices.
  10. Assist with office support for Food Service Manager as directed.
  11. Answer telephone, provide routine information, route calls and take messages.
  12. Type or keyboard office memos, letters, spreadsheets, forms and labels.
  13. Assist with training materials as needed for kitchen staff meetings.  
  14. Communicate with Head Cooks, FSWs, and Sites cooks to ensures that kitchen operation needs, issues or problems are communicated to Food Service Manager in a timely and professional manner.
  15. Respond to the Operations Director (in the absence of the Food Service Manager) efficiently and appropriately to the unexpected (staff shortages, equipment malfunctions etc.) while maintaining strict meal schedules.

Assist Food Service Manager with the following (10%)

  1. Order and pick up misc. supplies as needed.
  2.  Ensure CACFP and food safety compliance in food service operations through communication to kitchen and regional staff.
  3.  Assure that quality services are delivered in a coordinated, integrated manner.
  4.  Submit monthly reports on Food Service activities to the Food Service Manager.
  5. Ensure CACFP compliance at sites with site monitoring reviews. Communicate corrections to Regional Manager in timely and professional manner.  
  6.  Monitor and assure availability of supplies, equipment and maintenance.
  7. Create and maintain supportive documentation as appropriate.
  8. Assist Human Resources in the hiring for regional sites and substitute staff.
  9. Participate in professional development activities and organized community events as needed.
  10. Perform other duties as requested.

All communications are potentially sensitive and are subject to Head Start Policy on confidentiality

Knowledge/Skills/Experience Required

  • Minimum of two years large scale food production experience including sanitation and safety procedures, inventory systems, USDA and other foodservice documentation. Associate Degree in Food Service or related degree is recommended.
  • Minimum of one-year clerical/ administrative experience with emphasis on billing reconciliation and record maintenance.
  • Strong computer and keyboarding skills (word processing, data entry, spreadsheet).
  • Skill in handling sensitive situations and information in a professional manner.
  • Must have a valid Oregon Driver’s License, be CPR/First Aide certified, have a current Food Handler’s Card and registry in Child Care Division- Criminal History Registry.
  • Excellent diagnostic and problem solving skills.
  • Ability to communicate (verbal and written) effectively and appropriately with others.
  • Ability to prioritize and manage work load and deadlines.
  • Ability to work independently and in team environment

Physical/Mental Abilities and Processes

  • Frequent sitting for long periods of time.
  • Frequent repetitive motion with hands, use of computer keyboard, telephone, filing and in food preparation activities.
  • High level of accuracy and attention to details.
  • Ability to work independently, making decisions in absence of Food Service Manager that insure efficient operation of kitchen.
  • Occasional standing, stooping, bending, reaching and lifting of up to 25 lbs in office and kitchen environment
  • Occasional lifting up to 50 lbs

Position Information

  • 12 month position
  • Supervised by Food Service Manager

This job description was last updated June 28, 2016. August 2021. January 2022

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time.

Head Start of Lane County is an EEO Employer.
Head Start of Lane County is an Equal Employment Opportunity Employer. All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Are you able to perform all of the duties stated in the job description?

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