Senior Administrative Assistant-Child Nutrition Services FLSA Status: Non-exempt Grade: 10 (Educational Support) Revision Date: March 19, 2024 Location: Child Nutrition Services Job Summary
This position performs complex and diverse duties in support of the Supervisor of Child Nutrition Services and other Operations department supervisory staff. Compiles financial and business transaction data from invoices, transmittal sheets, and other source documents for computer input. Duties and Responsibilities Reviews source documents, such as invoices, for completeness and accuracy. Inputs items such as expenses into computer, assigning debits or credits to appropriate accounts. Processes accounts payable received from vendors and maintains file copies of payments. Communicates with vendors on problem accounts. Distributes incoming mail on a daily basis. Receives a variety of telephone calls and visitors to the office. Ascertains the purpose of their call or visit and either personally assists them or directs them to the proper authority. Assists with special projects, correspondence, memoranda, reports and other forms of communication. Generates financial projections for food and non-food supplies as needed for budgeting purposes. Generates and maintains a routine food and non-food payment log. Receives and processes USDA donated foods; calculates value, allocates to each school, and arranges for storage and delivery of food to each kitchen. Maintains on-going summary of USDA foods received including reconciliation with USDA generated reports. Facilitates with the set-up, installation, training, retraining, implementation, and problems of the computerized point of sale system. Updates the computerized system periodically with the new prices and free/reduced lunch information. Processes purchase orders for Child Nutrition Services, establishes and maintains vendor files as needed. Orders and maintains office supplies for CNS. Serves as back-up for Operations for purchase order entry. Operates calculator, computer, and other standard office equipment. Enters data into spreadsheet format. Creates spreadsheets when needed. Schedules and coordinates all catering activities. Prepares invoices for all catering events and distributes to appropriate personnel. Assists with in-house catering including preparation, delivery, cleanup and billing. Processes electronic food supply orders from school cafeteria managers and submits to vendors. Communicates with vendor representatives and reconciles orders if managers receive shortages, incorrect items, etc. Generates monthly menus for all grade levels from the cycle menu information. Ensures monthly menus are posted on the Child Nutrition Services web page by the 20 th of each month. Collates sorts, compiles and files various fiscal data and related documents or information in accordance with procedures. Monitors encumbrances and alerts the Child Nutrition Services Supervisor when an adjustment to the purchase order is necessary. Models the WJCC Strategic Plan Values: Individualism, Integrity, Innovation, Accountability and Collaboration. Performs other duties as assigned. Minimum Qualifications (Knowledge, Skills and/or Abilities Required) Possession of high school diploma of or GED certificate. Associate's Degree in Business or related field is preferred. Must be computer literate and fluent in the use various software programs and Microsoft Office products. Considerable office clerical experience to include a finance/accounting background. Ability to use a calculator and other standard office machines. Ability to interpret and follow oral and written instructions and specifications. Ability to establish and maintain harmonious working relationships with co-workers, other school division personnel and various vendors. Ability to perform under pressure. Supervision Exercised
None. Supervision Received
Performs duties under the supervision of the Child Nutrition Services Supervisor. Working Conditions and Physical Requirements
Busy office environment with constant deadlines and frequent interruptions. High volume of work requiring establishment of priorities. Must have the ability to sit for extended periods of time; exhibit manual dexterity to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; ability to understand and follow oral and written instructions; physical agility to lift up to 25 pounds.
This job description in no way states or implies that these are the only duties to be performed by this employee. The incumbent will be required to follow any other instructions and to perform any other related duties as assigned by the principal or appropriate administrator. WJCC Public Schools reserves the right to update, revise or change this job description and related duties at any time.
