JOB TITLE: Administrative Assistant WAGE/HOUR STATUS: Nonexempt Child Nutrition
REPORTS TO: Director of Child Nutrition
DEPT. /SCHOOL: Child Nutrition Department DATE REVISED: June 2019
PRIMARY PURPOSE:
Facilitate the efficient operation of the Child Nutrition Department office and provide clerical services to the director and to the department.
QUALIFICATIONS:
Minimum Education/Certification
High School Diploma or GED
College course work in business related subjects preferred
Special Knowledge/Skills
Strong organizational, communication and interpersonal skills
Strong computer skills preferred, knowledge of Microsoft Word, Excel and PowerPoint programs
Proficient typing, keyboarding, and file maintenance
Proficient accounting skills
Ability to keep information confidential
Ability to be flexible and work on several different projects at the same time
Bilingual (English and Spanish) preferred
Experience:
Minimum one year of related work experience
MAJOR RESPONSIBILITIES AND DUTIES:
- Perform duties in an efficient manner: all correspondence, memos, forms, meetings, agendas, sign in sheets, reserving meeting locations, meals and all other daily operation of office and department.
- Perform data entry and extraction functions for district student Eschool system for the purpose of updating student records and extracting data used to support other reports or other agency student data requests (duty funded by General Fund).
- Assist in receiving and responding to incoming calls and walk-ins, take reliable messages and route to appropriate staff.
- Responsible for maintaining all employees USDA tracking tool for Professional Standards regulation for National School Lunch and Breakfast Program.
- Responsible for maintaining all campus kitchen keys, department vehicle keys, and all petty cash for department.
- Submit all vehicle work orders and accident reports to District Transportation department and keep all vehicle registration up to date for the department vehicles.
- Assume clerical responsibility for the new hire paperwork for department staff, food-handler training certificates, and employee uniforms for department new hire employees.
- Maintain personnel files for department staff and ensure submission of required documentation, replacements, resignations, years of service, and retiree recognitions.
- Responsible for ordering, distributing, and maintaining employee uniforms to include reporting information to district accounts payable.
- Responsible for scheduling workshops/training and travel arrangements for out-of-district travel for department staff along with travel expense reports.
- Assume responsibility for accounts payable, including but not limited to processing requisitions, purchase orders, invoices for equipment vendors.
- Order office and custodial supplies for department and cafeterias.
- Assist cashier at campus cafeterias as needed.
- Receive, maintain, and track all kitchen health inspections and submit in TDA system. Maintain all campus food permits for school year and summer nutrition feeding program.
- Attend training classes and summer workshops as needed.
- Receive, sort, and distribute district mail and other documents to department staff.
- Regular attendance and punctuality; must be willing and able to report to work at the designated work site on regular daily basis according to established work schedule.
- Comply with district policy and procedures and demonstrate behavior that is professional, ethical, and responsible.
- Must be able to perform all responsibilities and duties of the job.
- Perform other duties and responsibilities as assigned by supervisor.
EQUIPMENT USED:
Computer, printer, copier, fax, telephone, calculator, shredder, and other general office equipment
WORKING CONDITIONS:
Mental Demands:
Ability to communicate effectively (verbal and written); basic math skills; able to make calculations necessary to compile reports; maintain emotional control under stress; possess flexibility to work on several projects simultaneously and ability to prioritize tasks; ability to meet deadlines daily, weekly, monthly, and annually
Physical Demands/Environmental Factors:
Lifting up to 50 pounds; repetitive hand motion; prolonged use of computer; occasional in-district and out of district travel in personal vehicle.
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