Administrative Assistant Child Nutrition Program

Child Nutrition Program

Bookkeeper/Secretary

KNOWLEDGE, SKILLS AND ABILITIES:

• Considerable knowledge of the principles and practices of bookkeeping and the ability to apply this knowledge to work situations.
• Thorough understanding of the laws, rules, and regulations governing budgets, internal record-keeping activities, and contract procedures.
• Ability to keep complex records, to assemble and organize data, and to prepare reports from such records.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to operate a calculator and other standard office machines.
• Proficient in computers and their operation and ability to use designated software, i.e. Excel, Word, etc.

DIRECTLY RESPONSIBLE TO:

The Child Nutrition Director; may receive assignments from senior support personnel as required.

SUPERVISION OVER:

None; however, the secretary may assign work and provide technical direction to managers, drivers/warehousemen, and other support staff.

DUTIES AND RESPONSIBILITIES:

• Take independent action to complete assigned duties by designated deadlines.
• Primary responsibilities include:
• Submitting reimbursement claims
• Bank reconciliation
• Accuclaim edits
• Purchase orders
• Payroll
• Professional development documentation
• Worker's compensation coordination
• Employee personnel files
• actering coordination
• Fixed asset tracking 
• Establish effective office procedures and systems
• Organize office workflow to ensure deadlines are consistently met

Recordkeeping / Database Management

• Implement and maintaining accurate recordkeeping systems
• Develop and track records for food and supplies
• Use both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information
• Complete required forms such as purchase orders, online supply orders, timesheets, evaluation forms, meal applications and other related documents
• Create and maintain files for all purchase orders, verify receipt of material against packing slips and invoices for vendor payment
• Maintain up-to-date budget records and other related documents as needed.

Document Preparation

• Prepare, create, and compose letters, reports, bids, and other documents for the school system
• Answer routine correspondence for the administrators
• Prepare documents from rough draft; notes, recordings, or verbal instructions
• Prepare reports from confidential records
• Operate computer and standard office equipment
• Provide technical computer support to staff as necessary

Communication/Customer Service

• Serve as liaison between the school system, school sites, and the public by conveying information regarding rules, regulations, policies, and laws
• Greet and direct visitors
• Address standard inquiries by letter, phone, e-mail, fax, or in person
• Maintain internal communication system to ensure support personnel receive necessary information
• Coordinate information transfer between site/program and outside agencies or districts
• Assist students and parents/guardians by explaining school site requirements
• Communicate with supervisor as needed
• Maintain confidentiality of records or information regarding staff, students, and parents
• Negotiate the best price with suppliers to obtain the best value

Physical Requirements

1. Ability to read instructions, labels, documents, and operate equipment safely
2. Ability to hear and understand speech at normal levels, both in person and by phone.
3. Ability to communicate clearly so other understand in person and by phone.
4. Ability to sasfely and efficiently operate office equipment (computer, calculator, copier, phone, etc.)
5. Ability to routinely lift and carry office supplies and printed materials up to 25 pounds.

Working Conditions

• Office environment that requires sitting or standing for extended periods.
  
• Bending, reaching, and accessing files from ground level up to 4.5 feet.
• Pushing/pulling file drawers.
  
• Prolonged computer and telephone use.
  
• Assist with catering functions as needed.
  
• Be willing and able to help at school sites when requested.
  
• Follow attendance, punctuality, and dress code expectations.
  
• Demonstrate initiative in completing assigned responsibilities.
  
• Successfully participate in required training to enhance skills and proficiency.
  
• Keep the supervisor informed of potential problems or unusual events.
  
• Respond promptly to inquiries and concerns.
  
• Demonstrate effective interpersonal skills and the ability to work as a team member.
  
• Support the school system’s goals and priorities.
  
• Identify potential problems or opportunities for improvement.
  
• Perform other tasks consistent with the goals and objectives of this position

Terms of Employment

Salary shall be paid in accordance with the Caldwell County Schools salary schedule.  This position is 12 months, 5 days a week, 8 hours per day.