Job Title:                     Administrative Assistant           Wage/Hour Status:     Non-Exempt

Reports To:                 Director of Nutrition Services   Pay Grade:                  Clerical 6

Dept/Campus:             Nutrition Services                     Date Revised:              1/2025

Primary Purpose:

Assist the Director of Nutrition Services in routine daily functions of the Nutrition Services office. Answer telephones, update and organize personnel and department files and other routine administrative tasks. Assist in the hiring process and onboarding of new employees.

Qualifications:

Education/Experience:

High school diploma or equivalent

One to three years administrative experience

Previous office experience in an educational environment preferred

Special Knowledge/Skills:

Previous data entry experience preferred

Effective organization, file maintenance, communication, and interpersonal skills

Proficiency in software applications to develop spreadsheets, databases, presentations, and word processing

Bilingual in Spanish preferred

Major Responsibilities and Duties

1. Answer telephones, greet visitors, sort/distribute mail and other routine office tasks as required.
2. Assist with free and reduced application process.
3. Process work orders and schedule rooms through work order system, and input technology work orders, as needed.
4. Assist and instruct Cafeteria Managers with using various software programs required for their daily operational procedures and duties.
5. Collect food production records, month end paperwork organized by campus number for Director
6. Assist Director with month end claim report and report claim to finance.
7. Email negative balance letters to parents weekly or as needed.
8. Collect invoices from campuses, spot check invoices against bid prices, ensure credits are received from vendors, copy invoices for rebates and send invoices to the finance office for payment.
9. Reconcile daily bank deposits through internal procedures.
10. Responsible for reports to receive federal monies monthly and to run reports through Nutrikids.
11. Organize all materials for scheduled staff meetings, track staff development hours and courses.
12. Prepare purchase orders and payment authorizations as needed for payment of goods and services.
13. Travel to local approved vendors for purchase and pickup of office and cafeteria supplies including posters, badges, plaques, stamps and emergency equipment.
14. Maintain and track department employee work schedules and time cards through True time.
15. Review and submit department employee time cards to payroll through True Time.
16. Keep an account of accumulated local and personal days for Nutrition employees, and prepare reports for supervisors as directed
17. Enter and submit department employee absences including sick, personnel business, jury duty, bereavement providing documentation to payroll.
18. Update insufficient checks on students accounts in Nutrikids, as needed.
19. Order supplies from approved vendors and warehouse for managers and office staff and keeps inventory of shirts and aprons for employees.
20. Communicate to vendors any campus concerns/complaints on product and/or service and document vendor complaints.
21. Responsible for special projects, such as surveys to schools, sending wellness materials to schools, month end, etc.
22. Maintains personnel folders and updates list of personnel.
23. Responsible for printing applicants, setting up interviews and checking references on potential applicants.
24. Responsible for maintaining hiring documents on TalentEd and completing the recommendation process.
25. Responsible for greeting potential applicants and providing information packets for the applicants being interviewed.
26. Responsible for onboarding new hires and providing them with shirts and needed items.
27. Mail birthday and sympathy cards, and update birthday list.
28. Refer parents, citizens, community, and students to appropriate person in a courteous manner.
29. Participate in staff development of the division by teaching training modules as assigned.
30. Maintain Nutrition Services website with pictures, documents, updates as necessary.
31. Must have regular and consistent attendance.
32. Perform other tasks as assigned by Director of Nutrition Services.

Working Conditions

Physical/Mental Demands:

Ability to communicate effectively (verbal and written)

Ability to maintain emotional control under stress

Work with frequent interruptions

Environmental Factors:

Regular internal District travel, and occasional statewide and national travel

Occasional prolonged and irregular hours

Salary : $158