Office Assistant

Job Title: Office Assistant

Reports To: School Operations Manager (SOM)

Classification: Regular, Full Time, Classified, 12-month

FLSA Status: Non-Exempt

Bargaining Unit: 03

Our Philosophy:

Nā Wai Ola Public Charter School aims to provide Hawaiian culture-based education through our project-based learning educational program. Our educational program focuses on an in-depth grounding of instruction and student learning in the values, knowledge, beliefs, practices, experiences, places, and language that are the foundation of Hawaiian indigenous culture. Furthermore, our school’s teaching and learning are grounded in a Hawaiian cultural worldview, from whose lens they are taught the skills, knowledge, content, and values students need to thrive in our modern, global society.

Mission Statement

Nā Wai Ola Public Charter School’s staff, parents, and community are dedicated to the intellectual, personal, social, emotional, and physical growth of students. Our highly qualified and skilled staff recognizes the value of professional development to rigorously challenge students. Our teaching practices are grounded in Hawaiian culture, values, and traditions and are reflective and responsive to the needs of our students. Through our Hawaiian-focused, project-based learning experiences and opportunities, our students discover their potential, achieve readiness for their life’s journey, and succeed in a safe and caring environment.

Vision Statement

Nā Wai Ola Public Charter School’s vision is to educate and prepare students to be resilient, lifelong learners who will thrive globally with a strong identity and connection to Hawaiʻi and the Hawaiian culture.

Purpose:

The Office Assistant is responsible for overseeing the National School Lunch Program (NSLP) as the School Food Authority Director (SFA Director) while providing vital administrative support for school operations. This position involves ensuring compliance with USDA regulations for the NSLP and assisting with tasks such as maintaining student records, managing attendance, and supporting accounting functions. The SFA Director plays a key role in ensuring effective food service operations and the overall efficiency of school administration.

Nature & Scope:

In this position, the Office Assistant will lead the NSLP as the SFA Director and perform essential administrative duties. This includes managing student enrollment and attendance while maintaining accurate records. A high level of organization, professionalism, and confidentiality is required to support both food service and administrative responsibilities effectively.

Essential Job Functions:

• Oversee and manage the National School Lunch Program, ensuring compliance with USDA guidelines and regulations.
• Communicate daily lunch counts to the food vendor to ensure accurate meal distribution.
• Document and track students receiving school lunches in compliance with NSLP regulations.
• Monitor meal counts, eligibility documentation, inventory, and other NSLP-related records.
• Ensure adherence to federal, state, and local regulations, including health and safety standards in food service areas.
• Compile and submit monthly reports related to meal counts, production records, and reimbursement claims promptly.
• Manage food inventory, coordinating with vendors for timely restocking as needed.
• Communicate NSLP program details, including eligibility and Community Eligibility Provision (CEP) status, to parents.
• Serve meals and snacks to students, ensuring compliance with USDA nutritional guidelines.
• Collaborate with school staff on nutrition education projects, such as the Fresh Fruit and Vegetable Program (FFVP).
• Maintain accurate student enrollment, attendance, and accounting records.
• Ensure timely and precise submission of attendance data, including tracking tardy students and preparing reports.
• Assist with student enrollment, registration, and necessary documentation processes.
• Provide administrative support to the School Operations Manager, Principal, Vice Principal, and other colleagues.
• Assist with billing, purchase requisitions, and processing receipts and invoices.
• Manage and maintain office supplies inventory, ensuring appropriate stock levels.
• Answer phones, take messages, and provide front desk services for visitors.
• Digitize and keep records while ensuring confidentiality and proper tracking of student data.
• Handle sensitive student and program materials in accordance with FERPA and USDA privacy regulations.
• Maintain confidentiality and uphold professional conduct in all aspects of the role.
• Provide general administrative support for school leadership and assist with clerical tasks as needed.
• Promote a positive school culture focused on aloha, teamwork, and continuous improvement.
• Serve as a professional role model for students and staff in all interactions.
• Foster effective working relationships with staff, students, and parents from diverse backgrounds.
• Support overall school operations and participate in special projects as needed.
• Ensure compliance with FERPA by maintaining the confidentiality of student records and handling sensitive information in accordance with federal regulations and school policies.
• Maintains effective working relationships with other members of the department as well as other school personnel and community members, including those from diverse cultures or backgrounds or those who speak limited or no English.
• Complies with all procedures outlined in the Code of Professional Conduct and Annual Notices for Education Practitioners, Teachers, Support Staff, Administrators, Substitutes Handbook, and all other Hawaiʻi Department of Education School District Policies and Procedures.
• Assists with various tasks and projects as needed, including those outside of regular duties, to support overall school operations.

The statements contained above reflect general details as necessary to describe the principal functions of this job but should not be considered an all-inclusive listing of work requirements. Individuals may at times perform other duties as assigned, which could include work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

Required Qualifications:

• Bachelor’s degree in Office Administration, Business, or a related field preferred.
• Experience in food service operations, particularly with the USDA's National School Lunch Program (NSLP), is preferred.
• Strong organizational skills and attention to detail, with the ability to efficiently manage multiple tasks.
• Knowledge of USDA regulations and compliance for school meal programs is advantageous.
• Excellent communication skills, both written and verbal, and the ability to work effectively with diverse groups.
• Proficiency in Microsoft Office Suite, Google Docs, and other relevant office software.
• Strong customer service skills and the ability to handle sensitive situations confidentially.
• Ability to work independently as well as collaboratively within a team.
• Must be solution-oriented and possess strong critical thinking skills for effective problem-solving.

Working Conditions:

The Office Assistant works primarily indoors in an office environment. The work environment is often controlled and quiet but will also frequently include moderate to loud noise. The work environment may include exposure to unpleasant interior temperatures, dirt, and communicable diseases, as well as distraught or difficult individuals. The work requires regular focus on a computer screen and precise control of fingers and hand movements. The incumbent must be able to sit, stand, and walk for long periods of time. Bending, stooping, kneeling, and lifting up to 25 pounds may also be required on occasion.

Work Hours

To be determined based on school needs. The core office hours are between the hours of 7:00 a.m. – 3:30 p.m., Monday through Friday. Occasional travel may be required.

Compensation

To be determined based on experience and qualifications in accordance with the applicable collective bargaining agreement.

Other

All Charter School Employees are considered year-to-year temporary hires, and employment is contingent upon funding and student enrollment.

Job Type: Full-time

Pay: From $36,420.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $36,420