Support Staff - Food Service Secretary

POSITION TITLE: Secretary for Food Service

REPORTS TO: Director of Food Service

LOCATION: Central Office

QUALIFICATIONS:

• High School diploma 
• Minimum of 3–5 years clerical, secretarial, or administrative support experience
• Strong computer skills, with proficiency in Google programs
• Such alternatives to the above qualifications as the Board may find appropriate

PURPOSE STATEMENT

The Food Service Secretary provides administrative and clerical support to the Food Service Department. This position assists with record keeping, financial tracking, compliance documentation, and communication to ensure efficient operation of the district’s food service program in accordance with federal, state, and local guidelines. This role may also provide support within school kitchens as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Support and Operations

• Provide clerical and administrative support to the Director of Food Services
• Maintain department records, files, and documentation to ensure organization and compliance
• Prepare correspondence, reports, and other materials as requested
• Answer phone calls and respond to inquiries from staff, vendors, and the public
• Provide information regarding meal accounts, applications, and program procedures
• Assist with scheduling meetings, trainings, and department activities

Financial and Data Management

• Process and track invoices, purchase orders, and department expenditures
• Assist with data entry related to meal counts, reimbursements, and financial records
• Maintain accurate records for free and reduced meal applications and related documentation
• Support preparation of reports for state and federal programs, including reimbursement claims
• Reconcile records and assist with tracking department budgets and expenditures

Compliance and Program Support

• Assist in maintaining documentation required for federal and state food service regulations
• Support audits and reviews by preparing and providing requested documentation
• Ensure records are complete and compliant with USDA and state guidelines
• Assist with maintaining vendor records and required documentation

Kitchen Support

• Provide support in school kitchens as needed, including assisting with food preparation, serving, or cashiering
• Follow all food safety, sanitation, and district procedures while working in kitchen environments
• Assist in maintaining a clean, safe, and efficient kitchen operation when filling in

OTHER JOB FUNCTIONS

• Abide by state statutes, school board policies, and regulations
• Attend meetings as assigned
• Take all necessary and reasonable precautions to protect district resources and information
• Maintain accurate, complete, and correct records as required by law, district policy, and administrative regulation
• Performs other duties as assigned by the Director of Food Services

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to manage multiple tasks and meet deadlines
• Basic understanding of accounting and record-keeping practices
• Effective communication and customer service skills
• Ability to maintain confidentiality and exercise sound professional judgment
• Ability to work collaboratively with staff and vendors
• Ability to adapt between office and kitchen environments

WORK ENVIRONMENT

• Office setting within a school or district administrative building
• Frequent interaction with staff, vendors, parents, and students
• Extended periods of sitting and computer work
• Occasional work in kitchen environments, including standing for extended periods and exposure to heat, noise, and food preparation areas
• Occasional lifting of office materials or food service items up to 25 pounds
• Participation in school events or meetings outside of regular hours as needed

ATTENDANCE

• Consistent and regular attendance is an essential function of this position

FLSA Status

Non-Exempt

Salary Grade

Support Staff

TERMS OF EMPLOYMENT:  12 months; Full Time

Background clearance required; the results of which must be satisfactory to the District.

EVALUATION: 

Performance will be evaluated by the Director of Food Service in accordance with district policies and support staff evaluation procedures.

Applications will be screened as they are submitted. Job will remain posted until filled.

The Mexico Public School District is an EQUAL OPPORTUNITY EMPLOYER. NOTICE OF NONDISCRIMINATION Our School District Prohibits discrimination and harassment against employees, students or others on the basis of race, color, national origin, sex, age, ancestry, religion, disability by law in admission or access to, or treatment or employment in its programs and activities.