What are the responsibilities and job description for the Administrative Asst - Director of Food Services position at Lebanon R-III School District?
Job Title: Food Service Director’s Administrative Assistant
Department: Food Services
Reports to: Director of Food Services
Classification: Classified / Non-Exempt
Summary
To help ensure the smooth and efficient operation of the Food Service Division by being directly involved in the day to day procedures.
Essential Duties and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Support the director to ensure the smooth and efficient operation of the department by performing the usual routines and practices associated with a busy and productive office.
- Coordinate building cashiers to ensure all cash and sales procedures are followed. Make adjustments to customer accounts as needed, reconcile and balance cash from all Cafes daily. Make daily bank deposits. Interact and support all Kitchen Managers with the day to day operations. Help notify parents and collect outstanding debt.
- Responsible for processing and managing all Federal Meal Benefit Applications, including but not limited to: Processing forms, notifying households of application status, contacting applicants with questions and issues with forms. Follow all federal guidelines, tracking and reporting as needed.
- Process and code bills by logging purchase orders, tracking expenses, and monitoring account statements to ensure bills are processed in a timely manner. Process and track inter district billing and collections. Follow all central office account payable procedures and guidelines.
- Track daily sales and meal counts. Provide monthly reconciliation reports to the Director. Maintain files and logs.
- Communicate daily with parents and students through answering phone calls and emails. Interact with all district offices, secretaries, administration and Foodservice staff as needed.
- Help support and be involved in incoming delivery orders. Interact with distributors and vendors as needed. Help process rebates, credits, etc.
- Assist in kitchens by preparing and serving meals, assist in catering events, and cashier when needed due to staffing shortages.
- Assist with annual food bids, create and maintain spreadsheets for food costs and vendor selection.
- Help maintain nutritional software, process customer satisfaction surveys, and assist with menu development and planning.
- Travel frequently to all district facilities while maintaining a mileage log for reimbursement purposes.
- Learn and follow food service regulations through ongoing annual training.
- Assist with interviews, selection, and support of new employees.
- Assist Director with staff meetings as needed.
- Perform other duties as assigned.
Supervisory Duties
Not applicable
Qualifications
Education/Experience
- High School diploma or equivalent
- Bookkeeping/Accounting experience required
- Must demonstrate aptitude or competence for assigned responsibilities.
- Food Service experience preferred
- Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
Skills and Abilities
Language
Good communication skills; the ability to follow verbal and written instructions. The ability to read and write simple and complex reports, applications and correspondences. Must be able to read and interpret reports, data and complex documents. Must be able to communicate effectively and confidently as a representative of the school district.
Computation
Money handling skills and the ability to count back change are required. Also the ability to add, subtract, multiply and divide and perform those operations using weight and volume.
Reasoning
Must be able to interpret and follow directions and possess basic problem solving abilities.
Technology
Exceptional computer skills required including word processing, Excel, and Google, with the ability to learn new systems and software with instruction. Must be able to operate POS systems and adding machines. Will work frequently with spreadsheets and on the internet. Prolonged computer use required.
Additional Skills and Abilities
Must be organized, motivated and honest. Have strong interpersonal skills and the ability to multitask in a loud and sometimes chaotic environment. Must maintain a neat appearance and have a pleasant attitude with students, parents and staff. Must have the ability to safeguard confidential information regarding students, parents and employees.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The individual is required to stand for prolonged periods; required to lift, move, or carry objects weighing up to 50 pounds. Required to stoop, bend, kneel, twist, or sit. Must be able to speak and hear in high noise levels, such as from kitchen equipment and students at meal time. Will use close, distance, and peripheral vision.
Attendance
Good attendance is an essential function of the job.
Conditions and Environment
The work conditions and environment described here are representative of those that an individual will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee may occasionally work in temperatures that exceed 80° Fahrenheit or below 10° F. The work environment is consistent with a typical office environment but can frequently be quite loud; employees may need to raise voices to be heard. There is a greater than average risk for minor burns and cuts. There is also a moderate risk of exposure to ordinary infectious diseases carried by students.
Terms of Employment
11 months (August 1 - June 30). Salary and work year to be established by the Board.
Evaluation
Performance of this job will be evaluated in accordance with provisions of the Board Policy on Evaluation of Support Staff.
