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Accounting Administrative Assistant
Full Time 6 Months Ago
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Diocese of Baton Rouge Child Nutrition Program is Hiring an Accounting Administrative Assistant Near Baton Rouge, LA

Description

Summary: Provide a wide range of administrative and office support activities for the Child Nutrition Program to facilitate the efficient operation of the organization.

Accounting

  • Enters recurring monthly salary supplement entries provided by Accountant.
  • Enters recurring monthly commodity processing fee entries provided by Accountant.
  • Enters recurring monthly supper claim and count entries provided by Accountant.
  • Reconciliations: monthly bank and weekly deposits.
  • Records deposits.
  • Assists with refund requests.
  • Assists Accountant with file management.

Administrative

  • Assists Director in preparing and distributing correspondence.
  • Manages the Director’s calendar and schedule and advises Director of any issues to ensure excellent customer service and orderly/efficient administrative operations.
  • Provides clerical/administrative support to all CNP staff and director, with mailing correspondence; copying, scanning and faxing documents including composition and preparation of routine correspondence and presentations using designated computer software.
  • Manages logistics and provides support for professional development activities hosted by the CNP Central Office.
  • Coordinate and set-up monthly meetings, training classes, conferences, and travel arrangements; and prepare agendas and other documents needed for said events.
  • Create, maintain, and distribute monthly calendars to coordinate workflow and meetings upon approval from Business Manager. 
  • Distribute to appropriate departments and other agencies upon approval from Director and/or Business Manager.
  • May conduct research, compile data, and prepare documents for consideration and presentation to the CNP director, staff, boards, and other school related organizations
  • Provide support for legislative week as well as National School Lunch and Breakfast Week.
  • Coordinates School Lunch Hero Day.
  • Answer, screen and transfer inbound phone calls to appropriate staff members.
  • Take and distribute accurate messages (telephone, visitors, emails etc.). Assists in telephone and email reception for staff and director.
  • Receives, sorts and distribute incoming mail/correspondence.
  • Greet, screen and direct visitors to appropriate staff member.
  • Process, file, maintain and retrieve free/reduced meal applications in conjunction with state certification and verification. 
  • Maintain and update student information in designated software. 
  • Read and analyze incoming correspondence and reports to determine their significance and plan their distribution.
  • Prepares and maintains CNP contact information for cafeteria managers, principals, and vendors.
  • Assists with preparation and maintenance of CNP procedural manuals and handbooks.
  • Communicate (verbally or in writing) with clients/colleagues and handle in-person inquiries from clients/colleagues.
  • Maintains supplies by checking stock to determine inventory levels; placing and expediting orders (upon CNP Director or Business Manager approval); verifying receipts; stocking items; delivers supplies to workstations; and prepares items for cafeteria managers to pick up.
  • Provides support on all projects including preparation of documents and follow-up on timelines and deliverables.
  • Attend meetings as needed to record minutes (manager, board, committee, etc.). Compile, transcribe and distribute said minutes.
  • Assists with Updating Christmas Card and Other Mailing Lists
  • Arrange for repairs/maintains of office equipment.
  • Maintains all information on all CNP vans.
  • Maintain CNP website and assist with all social media.
  • Create and produce reports for statistical analysis
  • Performs work related errands, other duties and assignments as needed.

Requirements

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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION AND TRAINING REQUIRED AT HIRE: Must have a high school diploma or graduate education diploma (GED). Specialized advance courses in business or equivalent to two (2) years of college. Associates Degree in Business preferred

CONTINUING EDUCATION: Must complete the Louisiana Department of Education continuing education requirements each year.

EXPERIENCE REQUIRED AT HIRE: Over five years experience in business and accounting/bookkeeping concepts.

SKILLS, KNOWLEDGE, AND EQUIPMENT REQUIRED AT HIRE: Proficient in computers, spreadsheets, organizational skills, and letter writing. Able to use various computer software in order to perform daily job duties and the ability to work well alone or as part of a team. Job related tests may be required to determine level of proficiency. Must possess effective communication skills.

CERTIFICATES, LICENSES, AND REGISTRATIONS: None required.

SUPERVISION/TECHNICAL RESPONSIBILITIES: None required.

CONTACTS: There is daily contact with persons including administrators, vendors/suppliers, and coworkers in the department and/or in the district. Occasionally there is contact with state or federal officials. Work setting is very active and subject to frequent interruptions and continuous changes. Communication in standard English, both oral and written is required. Must give and receive information via telecommunication system. Collaboration is required when making many decisions. It is important that a good working relationship be established and maintained with others. Must exhibit caring, positive, and courteous disposition when receiving and assisting employees and visitors. Must accept and use constructive criticism and praise. Must refrain from 

revealing confidential information. Must respect the ideas of others and observe professional ethics. Must dress appropriately.

SAFETY TO SELF AND OTHERS: There is high exposure to stress due to repetitive motion caused by operating computer equipment. There is high exposure to eyestrain due to daily viewing of a computer screen. There is moderate exposure to cuts caused by handling paper.

JUDGEMENT AND DECISION MAKING: Work is assigned by established district business procedures and at the request of administrators. Other tasks are scheduled through personal evaluation and decision-making. This position requires independent judgment to respond to emergency situations. An error in decision making could negatively impact coworkers, district employees and students. Employee must adhere to Diocesan policies and administrative rules and regulations.

DIVERSITY OF DUTIES: Duties may crossover into other areas, which may include the duties of other departments in the CNP program.

The physical demands, mental functions, and work environment factors described below 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.

PHYSICAL DEMANDS: While performing the duties of the job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee occasionally is required to stand, walk, climb, balance, or stoop, kneel, crouch, or crawl. The employee may occasionally move and/or lift objects weighing up to 50 lbs. with assistance. Specific vision abilities required by this job include close vision and ability to adjust focus.

MENTAL FUNCTIONS: While performing the duties of this job, the employee is regularly required to compare, analyze, communicate, copy, coordinate, instruct, compute, evaluate, use interpersonal skills, compile and negotiate. Occasionally required to synthesize information.

WORK CONDITIONS: While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

Job Summary

JOB TYPE

Full Time

POST DATE

09/05/2022

EXPIRATION DATE

11/19/2022

WEBSITE

cnpbr.org

HEADQUARTERS

Baton Rouge, LA

SIZE

<25

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The job skills required for Accounting Administrative Assistant include Accounting, Customer Service, Bookkeeping, Organizational Skills, Presentation, Collaboration, etc. Having related job skills and expertise will give you an advantage when applying to be an Accounting Administrative Assistant. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Accounting Administrative Assistant. Select any job title you are interested in and start to search job requirements.

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If you are interested in becoming an Accounting Administrative Assistant, you need to understand the job requirements and the detailed related responsibilities. Of course, a good educational background and an applicable major will also help in job hunting. Below are some tips on how to become an Accounting Administrative Assistant for your reference.

Step 1: Understand the job description and responsibilities of an Accountant.

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Step 2: Knowing the best tips for becoming an Accountant can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.

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