What are the responsibilities and job description for the Operations Administrative Assistant position at Opengate, Inc.?
Join our team and make a meaningful impact! This role is at the heart of ensuring smooth operations by managing food program services and handling essential administrative tasks for all Opengate residences. Your work will directly contribute to the well-being of our residents, helping to create a supportive and efficient environment where everyone thrives. If you’re organized, detail-oriented, and passionate about making a difference, we’d love to hear from you!
Essential Job Functions
- Process purchase of weekly food, household and hygiene items for campus and community houses.
- Distribute weekly food, household, and hygiene order in LISTS forms.
- Track and notify managers of grocery orders.
- Review and reconcile invoices for food purchasing, ensuring alignment with orders, deliveries and vendor agreements.
- Investigate and resolve discrepancies in orders, invoices and deliveries.
- Collaborates with the appropriate members of the leadership team, as well as vendors, to address and resolve any discrepancies.
- Posting invoices for payment approval proceedings, of weekly delivered order, notify and assist with applicable credits.
- Maintain and update food lists, reflective of Residence specific and restrictive dietary needs with changes/deletions in compliance with meal plans as noted by dietician.
- Maintains a check list for campus and community orders to keep track of date and time of order as well as contact person for each location.
- Create and maintain Holiday Menu for the residential houses.
- Manage food accounts.
- Utilize a cycle dates of menu calendar, with dates of response, distribution, and delivery dates.
- Assist with phone call distribution, deliveries and mail distribution when receptionist is out of the office
- Follows federal, state, and local government regulatory guidelines pertaining to a safe, healthy, and clean work environment, reporting health and safety concerns to the supervisor.
- Provide coverage as needed for Executive office.
- Performs other related duties as assigned.
Qualifications
- High School diploma or GED
- Minimum of 2 years Clerical/Secretarial and accounting experience required.
- Proficient in Microsoft Office Suite.
- Excellent typing skills.
- Experience with accounting, able to reconcile documentation and calculate adequate serving size portions of food distribution in accordance with meal plan.
- Strong interpersonal and customer service skills.
Physical Requirements
- This position operates in a professional environment.
- This position routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Some filing is required requiring the ability to move files, open filing cabinets and bend or stand as necessary.
Salary Range: $18.40 - $20.00
Compensation will be commensurate with job qualifications and work experience
Opengate is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally-recognized basis including, but not limited to: veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, creed, national origin, ancestry, age, marital status, domestic or civil union partnership status, affectional or sexual orientation, gender identity, genetic information, transgender status, predisposing genetic characteristics, familial status, education, domestic violence victim status, or any other characteristic protected under federal, state, or local law. The Company promotes inclusion and acceptance of all protected classes.
In order to promote and maintain a community culture, employees hired to work at Opengate must legally reside and perform their work in the state of New York, New Jersey, Connecticut, or Pennsylvania.
Salary : $18 - $20