Assistant Office Manger- Brooklyn Home Delivered Meals


Assistant Office Manger- Brooklyn Home Delivered Meals

Status: Admin/ Non-Exempt/ Full- Time
Reports to: Home Delivered Meals Director
Date Posted: 04-Jan-2019
Job Type: Full Time


General Responsibilities:

Under the direction of the HDML Director assists in managing and coordinating all operational aspects of the Brooklyn HDML programs. Directs staff and assures meals are properly prepared from caterer. Ensures meals are delivered on a timely basis. Works in field supervising subcontractors operations to ensure contractual compliance. In the absence of HDML Director, assumes all duties and responsibilities.

Specific Duties and Responsibilities:

In conjunction with the HDML Director works in overseeing the following tasks:

• Establishes daily delivery routes and delivery lists.
• Receives referrals from Case Management and makes appropriate update in Sharepoint.
• Enters new client information in Sharepoint
• Works with Program Director in overseeing contact with Case Management for ‘clients not at home’.
• Enters terminations, holds,’client not at home’ are entered daily in Sharepoint.
• Enter data on SPP
• Prepare / print route sheets
• Answer telephone calls from clients, case management, drivers, etc.
• Goes to Starrett City receiving area checking meal counts and recording temperatures. Makes last minute adjustments to route sheets.
• Prepares meal audits at Starrett City
• Prepares meal counts.
• Ensures alternate meals are accounted for i.e. special request, special diets
• Ensures accuracy of meals ordered from caterer.
• Ensures accuracy of meals distributed to drivers and deliverers at Starrett distribution center.
• Maintains direct contact with delivery staff ensuring safety and concerns of clients are addressed.
• Ensures the functioning and maintenance of vehicles and equipment.
• Ensures meal delivery trucks are clean.
• Ensures that policies and procedures required by the New York City Department for the Aging are maintained.
• Assists in preparing materials for DFTA and NYC Comptroller’s Office audits.
• Supervises staff including Office Asst. Drivers and Deliverers in one contract.
• Works with other Dispatcher to maintain up-to-date list of temporary substitute workers for contracts 4 and 6.
• Coordinates services with other agency and community personnel.
• Oversees routes; works on optimizing routes.
• May deliver meals when necessary.
• Performs other related tasks as requested or assigned.

For JASA Brooklyn Subcontracts:
• Works as programmatic field auditor to ensure subcontractor complies with stipulations in JASA contracts.
• Visits satellite sites regularly to provide programmatic oversight.
• Conducts kitchen food sanitation and safety audits.
• Coordinates quality assurance and training with subcontractors in Brooklyn.
• Reviews delivery of meals; and/or second meals, snacks and holiday meals for all monitored programs.
• Works directly with subcontractors on delivery routes and delivery schedules.
• Coordinates with subcontractors to assure adequate staffing for daily meal deliveries.
• Reviews subcontractor’s quarterly menus. Reviews with Director of Nutrition Services.
• Ensures diversity, special diets, and special needs are addressed.
• Ensures subcontractors comply with Nutrition Standards stipulated in Appendix H.
• Ensures subcontractors follow approved menus.
• Ensures subcontractors use approved meal packaging, labeling, and related meal items.
• Ensures subcontractors have available labeling in a second language (if needed).
• Ensures subcontractors deliver meals within two hours after heating.
• Ensures subcontractors monitor meal temperatures throughout preparation, transportation and delivery to clients.
• Collect and reviews with Director of Nutrition Services consumer responses to surveys. Generate reports for distribution.
• Reviews with each subcontractor findings and addresses issues where needed.
• Work as liaison with JASA Director of Community Based Programs if Subcontractor meals cannot be delivered or cannot be delivered on time.
• In the event of a citywide emergency, other disaster, or terrorist attack, once the nature of the emergency is determined, will work with the JASA Director of Community Based Programs to contact and work with Subcontractor programs to coordinate efforts to restore service.
• Reviews and adds technical assistance for in-service training for subcontractor programs.
• Attends quarterly meetings and trainings with subcontractors.
• Adds technical assistance where needed.


• High School diploma or equivalent.
• Three or more years of supervisory experience in a union setting.
• Ability to read, write and speak English and communicate effectively in writing.
• Knowledge of Microsoft Office Suite
• Knowledgeable about the Jewish dietary laws
• Good writing/record keeping and statistical skills required.
• May be required to work evenings and/or weekends as assigned by management

JASA is committed to Equal Opportunity Employment

To Apply

Email résumé and cover letter to: Indicate Assistant Office Manger- Brooklyn Home Delivered Meals - Brooklyn in subject line.


Mail to: JASA
Human Resources Department
247 West 37 Street – Ninth Floor
New York, NY 10018

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  • It’s a home away from home; without JASA I would feel alone.
    - Mickey