Administrative Support Specialist

Job Purpose: The Administrative Support Specialist supports daily administrative operations and provides support to the leadership team to coordinate office functions within the Nutrition Services program. This role also supports department customer service efforts.

Essential Job Functions:

(Reasonable Accommodations may be made to enable individuals with disabilities to perform these essential functions.)

• Answers customer calls, de-escalates situations, assesses, addresses, and documents next steps in the customer service process.
• Performs general administrative office functions such as copying, collating, and assembling materials, updates and distributes support materials, entering and organizing data and files, tracking audit completion, and monitoring order fulfillment, etc.
• Distributes department-wide information via multiple modalities.
• Monitors completion of orientation, on-boarding, and on-going training materials for staff and trainees and distributes materials.
• Collaborates with the business operations team regarding the maintenance of the customer online meal/supply ordering system.
• Coordinates meetings and records notes on appropriate system.
• Maintains customer service contact list, master school calendar, master schedule, and time off calendar.
• Supports the supply ordering/fulfillment process.
• Completes audits and documentation for compliance with established work rules.
• Develops or distributes tools, information, updates, and materials related to Food Safety, Employee Recognition, Training, Production, and SDS.
• Performs special assignments and or projects as assigned.

Required Education, Experience, Certifications, Licensure and Credentials: (Where appropriate, education and/or experience may be substituted)

Minimum Required Education: High School Diploma or equivalent

Minimum Required Experience:  1-3 years customer service experience desired.

Required License – Certification – Registration: ServSafe Food Protection Manager must be obtained within 90 days of hire and maintained during employment.

Travel outside of office:  Up to 20% travel in the communities we serve.

Personal vehicle with valid license and auto insurance that meets agency’s requirements is preferred; agency will support using public transportation for candidates that do not meet set requirements or opt to not drive.

Required Valid Driver’s License:  Valid Wisconsin driver’s license, if utilizing personal vehicle.

Required Auto Insurance:  Vehicle liability insurance in accordance with Agency policy, if utilizing personal vehicle.

Knowledge – Skills – Abilities:

• Must be able to travel in the communities we serve on a semi-regular basis by personal vehicle within agency’s requirements or public transportation reliably.
• Ability to successfully manage and satisfy customer needs.
• Strong written and verbal communication skills.
• Demonstrated proficiency with basic computer programs such as Word, Outlook, Excel, PowerPoint, Microsoft Teams, Publisher, etc.
• Ability to focus on results and desired outcomes and how best to achieve them. 
• Ability to examine data to grasp issues, draw conclusions, and solve problems.
• Adaptable to changing business needs, conditions, and work.
• Gets others excited about and committed to furthering the organization’s objectives.
• Ability to interact with persons presenting with behavioral and cognitive challenges or significant barriers to work.

Physical Requirements, Visual Acuity, and Work Conditions

Physical Requirements: Standing for sustained periods of time; walking, moving about to accomplish tasks. Twisting, turning, reaching, squatting, bending, and pushing and pulling throughout day. Lift up to 25 pounds by self and 50 pounds with another person. 

Visual Acuity: The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal.

Working Conditions: Must be able to withstand noise levels typical to food service and production environments. The worker is subject to both indoor and outdoor environmental conditions: Activities could occur outside when loading, unloading, or making deliveries. Exposure to temperature variations (heat/cold). Exposure to bright lights. Hours of general business operation are 7:00am – 3:30pm, however, schedule will be modified as needed to meet the needs of production and business expansion, growth or special projects and will potentially include both evening and weekend hours