Department Assistant/Receptionist - Nutrition Services

Needham Public Schools is an inclusive, dynamic, and multicultural community seeking an energetic, skilled, and friendly Department Assistant to join our team. To enhance our goals of supporting every child, Needham Public Schools seeks candidates with diverse backgrounds and experiences.

About Needham Public Schools (NPS): NPS has a deep commitment to the success of our diverse students and families and to the professional accomplishments of its educators. 

Needham devotes itself to cultural proficiency, equity, and community collaboration to fulfill the vision of the Portrait of a Needham Graduate. This METCO district comprises 5 elementary schools, 2 middle schools, and 1 nationally-ranked high school serving approximately 5,700 students. NPS is committed to addressing equity in the district by focusing on improving academic performance for historically marginalized students and ensuring our schools are safe for every child and free of bias, bullying, and hurtful acts that demean and diminish. Read more about our equity work here.

Date Available 

August 2025

Schedule and Hours 

Full time, 11 month work year

Monday - Friday 

8:00 a.m. - 4:00 p.m. 

Location 

NPS District Administration Building

Salary and Benefits

Grade AR3. Please review the Unit D-Contract and MOA for the current salary scale. Visit the Benefits Page for information regarding benefits, payroll, and retirement. 

Job Summary and Responsibilities

Under the supervision of the Director of Nutrition Services, the Department Assistant will perform administrative duties for the Nutrition Services Department. Please note that omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment of the position.

• Provide general administrative support to the Director of Nutrition Services and department personnel.
• Manage calendars, schedule appointments, meetings, and interviews for the Director and Assistant Director of Nutrition Services; coordinate departmental meetings, activities, and events including Professional Development training events; schedule annual evaluation meetings.
• Utilize LINQ Connect meal application system to manage student and staff meal accounts;
• Generate point-of-sale (POS) identification numbers for newly-enrolled students.
• Assist teachers with online classroom ordering.
• Generate monthly reports of student eligibility; distribute reports to school leadership and district departments.
• Monitor negative account balances and communicate with families or staff for account collection.
• Solicit written confirmation of disposition of inactive account balances.
• Process fund transfers and team with the department bookkeeper to initiate refunds when requested.
• Close inactive accounts.
• Provide routine status reports to the Director.
• Resolve product or service issues by clarifying customer concerns, researching and exploring answers, and implementing solutions.
• Update (annually) all Free and Reduced Meal application materials and financial guidelines. Oversee distribution (paper and electronic) of application materials to district families and the community. 
• Receive, record, and process student Free and Reduced Meal applications.
• Maintain confidentiality and appropriately handle sensitive information.
• Maintain and update the Nutrition Services website.
• Manage the weekly coordination of substitute assignments.
• Record staff absences and substitute assignments.
• Maintain and update catering and adult meal products on the catering portal.
• Track professional development for department personnel including ServSafe and School Nutrition Association certifications.
• Create, publish, and print school menus each month. Submit Production Center requests for printing and distribution to school sites. 
• Manage and oversee the selection, ordering, and distribution of department personnel uniforms. Uniforms are ordered each year.
• Prepare, proofread, and file documents including correspondence, reports, presentations, and other department documents. Ensure that all records are kept up to date and organized.
• Manage department files following State laws and regulations regarding records retention.
• Maintain office supply inventory; team with the department bookkeeper for ordering supplies; ensure the office environment is orderly and organized.
• Respond to customer inquiries and complaints via phone or email in a professional and courteous manner.
• Engage and interact with colleagues and display a positive attitude.
• Contribute to a positive and respectful working environment.

Skills, Abilities, and Knowledge

• Discretion and confidentiality are essential skills for this position.
• Experience and proficiency using technology, office equipment, and computer-based applications in support of the department's operations.
• Strong proficiency in speaking and writing in English.
• Excellent written and verbal communication skills, with the ability to interact professionally with staff and colleagues.
• Strong problem-solving skills and attention to detail.
• Strong organizational skills.
• Ability to handle customer inquiries and issues effectively and professionally.
• Ability to prioritize tasks and responsibilities and use time efficiently.
• Ability to work independently and as part of a team.
• Maintain clear and accurate records of department documents.
• Follow established departmental Standard Operating Procedures (SOP).

Education and Experience

• High School Diploma or equivalent and at least one year experience in an administrative support role (required). Experience in a school office environment is preferred.

Working Conditions and Physical Requirements

• Traditional office environment with extended periods of sitting and standing.
• Ability to lift, carry, or move objects, supplies, or inventory, which may require lifting up to 30 lbs.
• Must be physically able to operate a variety of office machines and equipment.

Application Procedure

Please use this link to apply online.

Applications will be considered only when a cover letter and resume are attached to your online application.

Selection Procedure

All applications and resumes will be reviewed and selected candidates will participate in a thorough interview process. The interview process will include written and computer-based skills assessments.

The Needham Public Schools does not discriminate on the basis of race, color, sex, sexual 

orientation, gender identity, religion, disability, age, active military/veteran status, ancestry, genetic information, or national or ethnic origin in the administration of its educational policies, employment policies, and other administered programs and activities. In addition, students who are homeless or of limited English-speaking ability are protected from discrimination in accessing the course of study and other opportunities available through the schools. 

Needham Public Schools has a strong commitment to equity. Candidates who also have a strong commitment to this work are encouraged to apply. For more information on our equity work, please visit our equity website.