Diet Office Clerk (44909)

Under general supervision of the Assistant Food Service Manager. This position performs administrative tasks associated with maintaining and supporting the work performed within the Food Service Department. This position works within written and oral guidelines and policies to envision, prioritize, and implement the activities required to complete work assignments and achieve work objectives. The Diet Office Clerk assists in maintaining accurate patient information and dietary needs. Collaborate with dietitians, health technicians, medical support staff, and food service department. Participates in menu planning and analyze nutritional values. Monitoring food production and service procedures. Assist with food preparation and meal delivery tasks. Set up trays and utensils according to patient requirements. Cleaning and maintenance of work area. The Diet Office Clerk works closely with the nutrition and food service staff to accomplish the goals and objectives of the department.  Upholds the principles of WIHCC’s Vision, Mission and Value Statements. Maintains confidentiality of all privileged information at all times.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Maintains regular attendance and punctuality.
• Adheres to patient food production and meal service schedule.
• Ensures all WIHCC and Hospital Accreditation agency and other regulatory requirements governing the food service department are met; OEH, USDA, FDA, and UNSDS.
• Works closely with the Food Service Staff, Health Technicians, Clinical Dietitians and Food Service Management to accomplish the goals and objectives of the department.
• Receives and routes incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda, and other forms of written communication.
• Performs office automation preparing correspondence, forms, and reports; technical material, graphs, and charts etc.
• Takes weekly patient supplement inventory and keeps accurate records.
• Responsible for keeping supplement storeroom clean and organized.
• Understands the personal responsibility to follow all safety policies, health rules, procedures, reports all unsafe acts, environment or behaviors immediately and always reports safety issuers, incidents or accidents immediately.
• Assists in verifying food safety standards insuring all are met for products and packaging materials through visual inspection, product handling and temperature monitoring when applicable. Completes and performs follow-through on activities and documentations when necessary.
• Effectively communicates with Operations (Food Service Staff, Nursing Staff, and Dietitians) to ensure a comprehensive understanding of supplements inventory movement (receiving, sorting, distribution, internal transfers, etc.).
• Use HACCP (Hazard Analysis Critical Control Point) protocols and ensure the proper rotation of food products (FIFO-First-In First-Out).
• Establishes and maintains filing system for inpatient care services and meals production per Joint Commission Standards.
• Monitors and maintains a safe working environment for all employees.
• Develops methods and procedures for office tasks, and identifies and resolves problems in existing methods or procedures.
• Maintains a professional working atmosphere in food service functions, mission, and with representatives of the other departments or food service vendors.
• Assists with orientating new employees, students, and volunteers.
• Monitors and maintains a safe working environment for all employees. Observes sanitation and provides supplies for hand washing, personal protective equipment (PPE); gloves, goggles, face shield, apron etc.
• Maintains data/documentation required for the Hospital Accreditation, Infection Control, Office of Environmental Health, I-Star and assists with data collections, as needed.
• Initiates and submits work orders as problems are identify with food service equipment, food services area and utilities.
• Answering phone calls and documenting data for patient diet orders, food preference and nutrition screening.
• Completes tasks or duties assigned by a supervisor.
• Upholds all principles of confidentiality and patient care to the fullest extent.
• Excellent written and communication skills.
• Self-starter, able to work with minimal supervision.
• Ability to work with diverse groups and be a part of a team.
• Commit to upholding polices, principles and best practices for food safety.
• Adheres to all professional and ethical behavior standards of the healthcare industry.
• Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations.
• Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors.
• Possesses cultural awareness and sensitivity.
• Maintains compliance with all Human Resources requirements.
• Performs other duties as assigned.

Minimum Qualifications:

Bilingual skills in English and Navajo language preferred.  One year minimum experience required in a Hospital or Health Care environment preforming Diet Office duties and assignments. Food Handler’s Training Certificate must be obtained immediately upon hire. Must maintain a valid unrestricted and insurable driver’s license.  Must successfully pass a background investigation and maintain suitable requirements for a Child Care position. This position is considered as a Child Care position, which requires a satisfactory background check investigation and is subject to the requirements of the Indian Child Protection and Family Violence Prevention Act, as amended (henceforth referred as the ICPFVP Act).

Knowledge, Skills, Ability

• Knowledge of patient electronic data entry, their functions, how to obtain information when needed, for viewing only.
• Knowledge of cleaning, sanitation, infection control requirements.
• Knowledge of basic food handling principles.
• Knowledge of food storage methods.
• Knowledge of effectively coordinating food/oral supplement preparation, cooking and meal services with food service workers.
• Knowledge of basic food seasoning, texture, cooking time and temperature.
• Knowledge of basic food preparation and service of regular routine standardized recipes.
• Knowledge of special diets, modification, fluid restrictions, menu preparation, and production sheet preparation.
• Knowledge of age-specific nutritional needs including special consideration for infants, children, adolescents, pregnancy and geriatric patients.
• Knowledge of cultural food habits and preferences of a variety of Native American patients in order to incorporate desired foods into regular and modified diets.
• Ability to perform basic food service math using measuring containers and food weight scales.
• Ability to do basic math to calculate data for QA/PI (quality assurance/performance improvement) reports, surveys, inventory etc.
• Ability to maintain an accurate and current log in order to readily find information.
• Ability to substitute ingredients when shortage occurs.
• Ability to effectively operate cleaning equipment and supplies.
• Ability to deliver patient late trays.
• Knowledge of safe food handling techniques, food preparation and food merchandising, nutrition, sanitation, operation regulations and requirements and use and care of facility equipment and utensils.
• Knowledge of strong work ethics in the workplace.
• Knowledge of basic application of confidentiality.
• Knowledge of duties and responsibilities of the position.
• Knowledge of basic computer skills, e.g. Outlook, Word, Excel, PowerPoint.
• Knowledge of controlled and other correspondence procedures.
• Knowledge of grammar, punctuation and spelling.
• Knowledge of entering, store, retrieve and print information and prepare correspondence, reports, and other written documents.
• Knowledge in ordering, receiving, storing and inventory food and supplements.
• Knowledge of menu review and planning.
• Knowledge of basic personal hygiene standards
• Knowledge of duties and responsibilities of the position.
• Ability to be dependable in attendance and job performance.
• Ability to meet attendance, overtime (if necessary), and other reliability requirements of the job.
• Ability to accept and learn from feedback.
• Ability to effectively communicate both in written and verbal.
• Ability to provide exemplary customer service at all times.
• Ability to interact positively with others and possess great interpersonal skills.
• Ability to multitask and perform well under pressure.
• Ability to have self-confidence.
• Ability to be a great team player.
• Ability to accept and learn from supervisor/peer critique.
• Ability to be flexible and adaptable to the changing needs of the organization.

Physical Demands:

While performing the essential functions of this position, the employee is regularly required to walk, sit, use hands to finger, handle, or feel objects and equipment, reach with hands and arms, and communicate effectively by talking and hearing. The employee frequently must stand, climb, balance, stoop, kneel, crouch, or crawl and may occasionally use taste or smell. The employee must occasionally lift and/or move objects weighing up to 50 pounds.

Work Environment:

Work is performed in an office setting or outdoor work environment with moderate to extreme noise levels. Work environment may involve exposure to physical risks, such as blood borne pathogens, hazardous chemicals, or operating potential dangerous equipment, and requires adherence to all safety protocols. Required work schedules may include evening, weekend, overnight shifts, extended hours, or irregular schedules and rotation as operational needs dictate.  

As required by P.L. 93-638, absolute preference will be given to qualified Navajo applicants.  If there is no qualified Navajo applicant, preference will be given to qualified American Indian applicants.