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  • Albany, NY 12222

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Administrative Assistant - Retail Dining Services

Sodexo Frontline • Albany, NY

Posted 9 days ago

Job Snapshot

Full-Time
Food, Hospitality, Restaurant
Admin - Clerical
10

Applicants

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Job Description

Job Overview:

The Unit Clerk will complete the clerical tasks assigned by the supervisor in accordance with corporate guidelines. Provide accurate, friendly, quality service to customers/clients when processing customer/client transactions. The general responsibilities of the position include those listed below, but Sodexo may identify other responsibilities of the position. These responsibilities may differ among accounts, depending on business necessities and client requirements.

General Responsibilities:

  • Performs routine and varied clerical duties in accordance with standard procedures.
  • Performs activities such as photocopying, compiling records, filing, tabulating, posting information and scheduling appointments.
  • Writes types or enters information into computer to prepare correspondence.
  • Prepares issues and sends out receipts, bills, policies, invoices, statements and checks.
  • Maintains records, prepares forms, verifies information and resolves routine problems.
  • Operates various office machines.
  • Opens and routes incoming mail, answers correspondence and prepares outgoing mail.
  • Answers telephone, conveys messages and runs errands.
  • May receive, count and deposit cash, as needed.
  • May include human resources functions (including benefit administration, personnel action forms and payroll processing) for the unit as well as the district and region.
  • Complies with all company safety and risk management policies and procedures.
  • Reports all accidents and injuries in a timely manner.
  • Participates in regular safety meetings, safety training and hazard assessments.  
  • Attends training programs (classroom and virtual) as designated.
  • May perform other duties and responsibilities as assigned.

Job Qualifications:

Experience/Knowledge:

  • High School diploma, GED, or equivalent experience.
  • 0 to 1 years related experience.

Skills/Aptitude:

  • Presents self in a highly professional manner to others and understands that honesty and ethics are essential.
  • Ability to maintain a positive attitude.
  • Ability to communicate with co-workers and other departments with professionalism and respect.
  • Maintains a professional relationship with all coworkers, vendor representatives, supervisors, managers, customers, and client representatives.
  • Must have basic phone and computer skills (email, texting, etc.).

License/Qualifications

Certifications: None.

General Qualifications:

  • Willingness to be open to learning and growing.
  • Maturity of judgment and behavior.
  • Maintains high standards for work areas and appearance.
  • Maintains a positive attitude.
  • Ability to work a flexible schedule helpful.
  • Must comply with any dress code requirements.
  • Must be able to work nights, weekends and some holidays.
  • Attends work and shows up for scheduled shift on time with satisfactory regularity.

Physical Requirements:

  • Close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus, with or without corrective lenses.
  • Significant walking or other means of mobility.
  • Ability to work in a standing position for long periods of time (up to 8 hours).
  • Ability to reach, bend, stoop, push and/or pull, and frequently lift up to 35 pounds and occasionally lift/move 40 pounds.

Working Conditions (may add additional conditions specific to defined work location):

  • Generally in an indoor setting; however, may supervise outside activities and events.
  • Varying schedule to include evenings, holidays, weekends and extended hours as business dictates.
  • While performing the duties of this job, the employee is primarily in a controlled, temperate environment; however, may be exposed to heat/cold during support of outside activities.
  • The noise level in the work environment is usually moderate to loud.

Job Requirements

Other Details

Work schedule:
Monday-Friday 8:30am-5pm
40 hours per week

Hourly wage: $17.00 per hour


Administrative Assistant – Retail Dining Services
Provides administrative and clerical support to UAlbany Sodexo Retail Dining Services administrative positions, departments and units.   Responsibilities include financial/payroll related reports, employee attendance accountability with unit managers.  Coordinates and maintains effective office procedures, efficient workflow and management of customers, clients and vendors.   Exercises initiative and judgment to expedite significant matters or refers them to appropriate authority. Sensitivity to and protection of confidential matters/information is required.
Responsibilities:

  • Manage calls and messages and directs them to the appropriate department/unit. Follow through in a timely manner with specific sites and supervisors regarding employee call out/tardy messages.
  • As assigned, compile and keep organized financial, petty cash, expense records as directed. Monitors/submits expenses as directed. Ensures expenses are correctly recorded.
  • As directed, contact vendors regarding invoice/expense questions. Take calls/inquiries from vendors and follow up timely and efficiently to address concerns, questions, problems etc. with the Retail General Manager.
  • As directed, gather program/site information as directed for required reports and follows up with Retail General Manager and other retail staff as directed to resolve/ensure accuracy.
  • As directed, will call/schedule appointments/meetings on behalf of Retail General Manager. Organizes/schedules meetings to include Agenda preparation, materials, location confirmation etc.
     
  • As directed, assists Retail Managers with interview scheduling in tangent with Human Resources Department.
 
  • Compile various payroll reports to include Paid time Off and distribute as scheduled to designated managers.
     
  • Compile/manage employee time and attendance information for Retail employees. Follow up with respective manager to ensure timely and accurate employee attendance point reconciliation and attendance accountability paperwork.
     
  • Responsible to ensure assigned task/projects are completed in a timely manner.Responsible to follow up with Retail General Manager proactively to address As directed, will assist in employee announcements, company announcements etc. as directed/assigned.
     
  • As directed, will assist in UAlbany Sodexo Retail Dining Services public relations activities.
     
  • Maintain a valid New York driver’s license and be insurable under the employer’s insurance policy.
     
  • Perform additional duties/assignments as may be required by management.
BASIC REQUIREMENTS:
  • High School Diploma or G.E.D.
  • Proficiency in MS Office to include Word, Excel, Power Point and Outlook
  • 5+ years of office administration experience or Bachelor’s Degree in a related field
          and 1+ years of related experience
  • Knowledge of scanners, including scanning in pictures, docs to pdf and to MS
          Word and conversion of docs.
  • Proven ability to focus on details/multi-tasking
    PREFERRED QUALIFICATIONS:
  • Bachelor’s Degree in a related field and 5+ years direct experience in office administration
  • Advanced knowledge of MS office to include Word, Excel, power Point and Outlook
    Executive Assistant Skills and Qualifications:
  • Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication
  • Demonstrated cultural sensitivity and ability to work in a diverse employee, client, student, and community environment.
Job ID: 2017-23142
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