Specialist 2 Nutrition Services, Quality Control Admin (Repost)

JOB SUMMARY

Specialist 2, NS, QC will ensure the smooth and efficient operation of the office. Responsibilities include overseeing administrative tasks, managing office supplies, coordinating meetings and events, and providing general support as needed. This role requires strong organizational skills, attention to detail, and ability to multitask and contribute to a productive and well-functioning work environment.

MAJOR DUTIES & RESPONSIBILITIES

List most important duties first
1. Work in collaboration with outside organizations (e.g., City of Houston, Harris County) to maintain accurate record keeping and permitting.
2. Maintain records of City of Houston and Harris County inspection reports and violations, distribute Dual Inspection reports to Health Department to ensure compliance, and maintain TXUNPS Health inspection information for compliance.
3. Manage incoming and outgoing correspondence, including mail, emails, and phone calls, ensuring timely responses and appropriate distribution.
4. Manages vendor invoices and payments for grease trap and pest control services.
5. Maintain office supplies inventory, anticipate needs, and place orders to ensure availability of necessary items.
6. Coordinate meetings and appointments, including scheduling, preparing agendas, arranging facilities, and distributing relevant materials.
7. Assist in the preparation of reports, presentations, and other documentation, ensuring accuracy and adherence to formatting guidelines.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

8. Assist in budget monitoring and expense tracking, providing support in maintaining financial records and processing invoices.
9. Oversee the maintenance of office equipment, including computers, printers, and telecommunication systems, coordinating repairs or replacements as needed.
10. Coordinate travel arrangements and accommodations for employees, ensuring efficient and cost-effective arrangements.
11. Support HR-related tasks, such as onboarding new employees, coordinating training sessions, and assisting with employee benefits administration.
12. Foster a positive and inclusive office culture, promoting teamwork, collaboration, and effective communication among employees.
13. Other duties as assigned. 

EDUCATION

High School Diploma or GED
Bachelor's Degree, preferred

WORK EXPERIENCE

1 to 3 years proven experience in an administrative role, preferably in an office setting.

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Oracle
SAP    
Microsoft Office
Office equipment (e.g., computer, copier)
Concur

LEADERSHIP RESPONSIBILITIES

No supervisory responsibilities. May provide occasional work guidance, technical advice, and training to staff.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work and tasks are often straightforward, routine, structured and guided by established policies and procedures. Little, if any, independent judgment is required, outside of making basic choices in the selection and application of established methods. The job receives frequent, ongoing supervision.

BUDGET AUTHORITY

No budget development activity is required. 

PROBLEM SOLVING

Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department. Specific job activities and results are typically reviewed closely. There are limited requirements for developing new ideas or changes in methods, procedures, or services.

IMPACT OF DECISIONS

Follow rules and procedures. Decisions can have minimal or no impact to HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction.

COMMUNICATION/INTERACTIONS

Basic communication - very little communication required such as receiving basic instructions. Interactions are mostly with customers, own supervisor, and co-workers in own department.

CUSTOMER RELATIONSHIPS

Follows through with customer inquiries, requests, and complaints. Forwards difficult and non-routine inquiries or requests to appropriate level for resolution.

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.