Administrative Assistant

AIP is looking for a Food Service Secretary to work in Brownsville, TX. The Food Service Secretary plays a vital role in supporting the food service department by handling clerical tasks, including drafting and editing correspondence, scheduling appointments, maintaining files, and answering phones. Additionally, they assist with purchasing and billing processes, ensure the accuracy and organization of records, and maintain overall office efficiency.

To join our team of outstanding professionals, apply today!

• Maintain all daily food service documentation including but not limited to meal count records, production sheets, cleaning schedules, and temperature logs.
• Assist with preparing and processing billing reports, invoices and P-Card (Purchasing Card) receipt reconciliation.
• Track and reconcile food service expenses for monthly and quarterly financial reporting.
• Organize and maintain accurate records for audits, inspections, certifications and compliance tracking.
• Verify the accuracy of timekeeping records to ensure that break periods are properly documented and promptly submit pay records for processing.
• Provide support in revising menus and recipe cards.
• Keep muster notes organized and up to date to ensure seamless communication during pass down.
• Handle assigned internal and external communications, such as emails, memos and phone calls.
• Coordinate and monitor staff and detainee worker training sessions and certification compliance.
• Support inventory tracking and assist in supply orders.
• Attend staff meetings, document meeting minutes, and share departmental updates.
• Uphold confidentiality and adhere to professional standards when managing sensitive information.
• Perform additional duties as assigned by the food service administrator or assistant food service manager.

• Commitment to Excellence - Identifies what needs to be accomplished and takes action to achieve a standard of excellence beyond job expectations.
• Corporate Values - Understands, embraces, and integrates AKIMA corporate values into everyday duties and responsibilities.
• Customer Service - Identifies and responds to current and future needs by providing excellent service to internal and external customers.
• Safety and Security - Promotes a safe work environment for co-workers and customers.
• Teamwork - Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.

• A high school diploma or GED is required with additional education or training in business office administration preferred.
• Possess a State of Texas Food Handlers Permit.
• Ability to become First Aid, CPR and AED certified with initial training and maintain certification.
• Two or more years of administrative experience, ideally in food service or detention settings.

• Must be a U.S. citizen or hold lawful permanent residency status, having resided in the United States for the past five years.
• Successfully pass a criminal background and consumer credit check (with no criminal record).
• Secure and maintain DHS/ICE government clearance.
• Pass pre‑employment physical and drug screenings, along with annual physicals and random drug tests.
• Hold a valid state driver’s license.
• Demonstrate sound judgment, courage, alertness, a calm disposition, and reliable performance in fulfilling responsibilities.
• Maintain composure and self‑control under stressful situations, such as during emergencies involving fires, explosions, disruptions, or evacuations.
• Must always exhibit a professional appearance and a calm demeanor at all times.
• Display a high level of integrity, accountability, and discretion in handling sensitive matters.
• Must currently reside and maintain residency within the continental United States.
• Knowledge of purchasing processes, invoicing, and financial reconciliation.
• Showcase strong organizational, time management, and communication skills.
• Proficiency in Microsoft Office Suite (particularly Excel and Word), with familiarity in inventory or procurement systems being an advantage.
• Capability of following and understanding written and verbal…