Administrative Assistant (Dining)

at Laurel Lake Retirement Community
Location Hudson, OH
Date Posted September 8, 2021
Category Default
Job Type Part-time





  • Secretarial services to the Dining Service Department, following prescribed routines
  • Answer and direct incoming telephone calls to department personnel and take telephone messages
  • Tracking and organizing of all booked functions
  • Assist in the coordination, inventory, and call in all approved food, beverage, and equipment orders to the vendors daily. 
  • Condense and sort daily all orders called in, and distribute to the Dining Room/Production Manager, a list of all items being delivered from all vendors, the next day to help insure accuracy.
  • Prepare and maintain records, reports and paperwork regarding operations and service.
  • Process special food requests for residents and service menus
  • Type and/or compose a variety of correspondence such as letters, memorandum, reports etc.
  • Creating any new forms necessary for the department
  • Logging all daily meal count records for Independent Living, Assisted Living and HCC and preparing a monthly report
  • Costing and extension of all food requisitions for special events or HCC activities, departmentalize by  GL# and prepare monthly report for Finance Dept.
  • Verifying invoices, categorize by GL#, and prepare for payment by Finance Dept.
  • Picking-up and distributing department mail
  • Purchase and maintenance of all department office supplies and forms.
  • Assist in the creation and development of format for and maintenance of cycle menus for Independent Living, Assisted Living and HCC.
  • Assist in the creation and development of format for and maintenance of menus for special affairs; art work, menu set-up, etc.  Also, any necessary related forms such as tickets, etc.
  • Attending required committee meetings to take minutes.  Type and distribute minutes.
  • Staying current in professional field of expertise
  • Adherence to all safety policies & procedures and regulatory authorities.
  • Generates copies of the Special Function Sheets, emails and distributes to all parties
  • Book the rooms for all department meetings throughout the community that requires food set ups
  • Type the daily menu for the Main Dining Room and delivers to the receptionist to post on the VCTV  television station
  • Generates the end of the month print out report for Director
  • Tabulates the billing for residents at the end of the month on the AOD program
  • Assist only as a back up for early morning catering events
  • Maintenance of confidentiality of all pertinent resident information to assure residents’  rights and employee confidentiality are protected
  • Proper personal appearance and hygiene according to established procedures
  • Attendance and participation in in-service training (IST) programs
  • Reporting of all hazardous conditions or equipment
  • Reporting of all accidents / incidents
  • Performance of other duties as deemed necessary and appropriate, or as may be directed



  • Must be able to read, write, speak, and understand the English language
  • Must have High School Diploma
  • Certified computer course work, or degree in office systems and/or business operations


Minimum 2 years Secretarial experience required working with all types of computerized office systems and software, preferably in an institutional food service situation, some experience in purchasing and inventory control preferred.


  • Excellent computer / word processing, desktop publishing, bookkeeping skills
  • Good communication skills; must be able to demonstrate effective reading, writing, speaking and analytical skills.
  • Must be able to follow written instructions.
  • Must be able to work overtime, holidays, weekends as assigned.
  • Must be able to interface with people at all levels and with residents in a positive and professional manner
  • Must be a detail oriented person and be able to perform duties with great accuracy each day  


  1. Performs other related duties as needed.


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