Expected Pay Range: $18 - $22/hr.

Summary and Scope

We are hiring a part-time Administrative Specialist position within our Food Service Department (typically 25-29 hrs/wk). While this position is “part-time,” it is considered “Developmental” in nature and has a rigorous training plan encompassing all food service operations. Our intent is to find the right candidate who is willing to come into our organization in an entry level role and leverage this structured training plan to quickly grow and develop. While this is a part-time position, the right candidate will have opportunities to find full-time positions within the Food Service Department and even throughout the organization.

Besides working through the development plan, this position will assist the Food Service Department in identifying job openings and hiring qualified candidates. This staff consists of remote, traveling, variable contract employees. The ideal candidate can multi-task, change priorities quickly and often, work independently or with a group, solve problems, exercise good judgement to make decisions, and communicate effectively and efficiently with a large, diverse staff and partner well with Human Resources and Talent Acquisition. This position will rotate through the following essential functional areas.

Essential Functions

General:
- Learn and understand DR, its unique culture, and the type of personnel who succeed in the organization.
- Regularly and proactively communicate with the Food Service team, both in the field and working remotely, to understand their hiring needs.
- Develop and maintain relationships with all Food Service Department hiring managers and members of the TA, HR, and HRIS departments. Collaborate with these departments toward the continual improvement of the hiring process for the Field Operations department.
- Continually evaluate the Food Service roster to assess the skills of existing personnel and identify skill gaps to be filled by future hires.
- Collaborate with other departments to place any potential candidates in areas of strength.
- Collaborate with Food Service managers to identify high-performing personnel and determine what experience, education, credentials, training, and skills have led to their success in the field for the purpose of editing job descriptions, screening and interview questions, and hiring processes to continually raise the bar regarding the quality and fit of new hires.
- Support a geographically dispersed workforce located remotely and at multiple temporary CONUS locations.
- Prepare reports for company leadership using business metrics and Key Performance Indicators (KPls).
- Fill requests for additional yard help from available Food Service Technicians; schedules fairly and without bias.
- Support in any other administrative items as deemed necessary by leadership.
Hiring and Onboarding:
- Cooperate with TA to search for new sources of talent, such as Summer (or other seasonal) hires.
- Support the recruitment process for Food Service Personnel by remotely or in person, sourcing, screening resumes, conducting interviews, facilitating new hire orientations, assisting with hiring and onboarding procedures, and introducing new employees to all systems and training requirements resulting in insight into the talent acquisition strategies and workforce management principles.
- Establish and maintain relationships with colleges, community colleges, and culinary schools.
- Oversee quality of work with an eye on Time to Fill to meet staffing goals.
- Enthusiastically convey the company's vision and mission to candidates.
- Ensure compliance with government regulations regarding employment.
- Collaborate with hiring managers and TA to develop job descriptions that accurately describe the duties and requirements of each job.
- Conduct market research to recommend locations with the right type of skilled labor to meet the needs of the Food Service department.
- Participate in Business Development and Capture meetings to stay abreast of upcoming hiring needs.
- Collaborate with TA to ensure fair hiring practices and adherence to the DR Affirmative Action Plan (AAP).
- Coordinate with Vetting team to ensure job descriptions accurately explain federal government background check requirements at each job site and that our processes and timelines set up the vetting team for success.
Payroll and Timekeeping:
- Manage the payroll program for the Food Service Department.
- Serve as the point of contact for Food Service staff with payroll-related questions and inquiries.
- Liaise between the Payroll Department and the Food Service Department.
- Stay updated on current and changing payroll-related news and relay pertinent information to staff.
- Assist employees with time off requests, including PTO, low intensity, or R/O for seasonal staff.
- Facilitate conversations with appropriate HR representatives for in-depth questions relating to benefits, pay, policies, etc.
- Review payroll weekly based on internal reports and schedules to resolve discrepancies.
- Collect, annotate, and maintain current and historical financial data related to project costs.
- Manage and maintain accurate records of employee work hours and schedules.
- Utilize timekeeping software to verify timesheets and assist with payroll processing.
Scheduling, Travel & Expense Management:
- Assist Talent Acquisition (TA) and Food Service departments in organizing, traveling to, setting up, executing, and reporting results of hiring events.
- Assist in the procurement of flights for Food Service staff in an organized, timely, efficient, and cost-effective manner.
- Organize and update Food Service staff schedules as business needs dictate.
- Coordinate with the Travel Department to ensure additional travel arrangements are secured to & from assignments, including hotels and rental vehicles, and rideshare access.
- Distribute schedules regularly and as required.
- Assist with scheduling, rotations, deployments, and updating/maintaining schedules in a tracking system.
- Develop site-detailed information to be distributed to each employee prior to assignment.
- Monitor employee schedules, including PTO, retainer rotations, and requested times off.
- Ensure rotations and job scheduling are done fairly and without bias.
- Assist with maintaining accurate staffing numbers for each job location and prepare for upcoming staffing needs.
- Coordinate with Food Service Managers and Project Managers to ensure the right personnel with necessary skills are on active sites.
- Support in worksite weekly check-ins.
- Assist in tracking and analyzing expenses related to food service personnel operations, including flights, rentals, and hotels.
- Reconcile invoices and monitor budget allocations.
- Interns will also develop skills in financial and expense management, including the use of Excel.
  - Additionally, Interns will:
  - Collaborate with team members to compile and analyze financial data for reporting purposes.
  - Complete tasks include creating spreadsheets, generating reports, and presenting findings to stakeholders.
- Miscellaneous Areas
- Employee Appreciation Program: Contribute to planning and executing employee appreciation initiatives to foster a positive work culture and boost morale among food service personnel.
- Staff Scheduling and Deployments: Assist in managing staff schedules and deployments to ensure efficient coverage and deployment of personnel across various locations.
- Staff Safety: Support Food Service Environment, Health, and Safety with safety audits and meetings.
- Staff Evaluations and Development: Assist the Food Service Development & Growth Team with DR's comprehensive staff evaluation program.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills and Specifications

Outgoing, friendly, approachable personality.
Ability to ask probing questions to determine hiring needs.
Ability to communicate effectively across departments and the hierarchy to achieve a common goal.
Ability to perform skills analyses, evaluate talent, and determine if there is a match.
Ability to support efforts requiring rapid staffing of a full and part-time, temporary workforce.
Ability to develop and use metrics and analytics that align with business needs.
Exceptional organizational skills and business acumen
Ability to take direction from leaders and prioritize tasks.
Self-managed/Independent worker but also great coordination skills
Must be able to communicate clearly and interact with diverse workforce.
Strong computer skills; proficiency in Microsoft Office Suite, Adobe Pro DC, PowerPoint, Excel, and email communications
Strong relationship building skills.
Ability to speak, read and write clearly in English.

Required Education and Experience

High school diploma or GED equivalent is required.
Associate or Bachelor’s degree in Business Administration, Human Resources, Administrative Support should be in progress or recently obtained.
Prior experience in the areas below is desired:
- Personnel management
- Staffing, recruiting, interviewing, onboarding and/or vetting
- Leadership, supervision, or management
- Experience within the government contracting industry
- Arranging group or corporate travel
- Information Systems experience (UKG, in particular)

Physical Demands

While performing the duties of this job, the employee is regularly required to talk, see, hear, sit for extended periods, stand, walk, engage in repetitive motions, and use hands and fingers to manipulate objects, tools, or controls. May lift and carry materials and equipment weighing up to 25 pounds.

Expected Hours of Work

The ability to work flexible hours including nights, holidays, and weekends will be required based on contract needs. It is expected for this position to attend regular meetings during typical work hours in Eastern Standard Time as well as meetings as needed for assigned projects in other time zones.

Work Environment

This job operates in professional office environments or remotely in field environments. This role routinely uses standard office equipment such as laptop computers, smartphones, photocopiers, filing cabinets canners, and presentation materials. There is an expectation of clear communication in English both written and orally.

Travel

This position requires 5-10% travel. Travel is dependent on contract load. The ability to travel to job sites, at company expense, and be away for extended periods of time based on contract needs is required.

Work Authorization

Must be authorized to work in the United States.
Must be able to travel within the Continental United States (CONUS)
Must pass a drug test, motor vehicle record check, occupational health physical and lift test (if applicable), credit check (if applicable), and a background check upon accepting a conditional offer of employment.
Must possess a valid driver's license. Have/maintain a clean driving record.

AAP/EEO Statement

Deployed Resources LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Deployed Resources, LLC

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