Administrative Assistant – Food Services

Summary:

The Food Services Administrative Assistant provides clerical and administrative support to the Food Service Director to ensure the efficient operation of the district’s food service program. Responsibilities include maintaining records, preparing reports, assisting with purchasing and inventory, communicating with cafeteria staff and vendors, and supporting compliance with district, state, and federal requirements.

171 Day Contract 

Qualifications:

1.  High School Diploma/GED
2. Previous secretarial, administrative, or clerical experience preferred.
3. Demonstrated typing, recordkeeping and filing skills.
4. Experience using computers, spreadsheets, word processing programs, email, and other office technology.

5. Ability to organize multiple tasks, meet deadlines, and maintain confidentiality.

The position is open until filled.

Essential Duties/Responsibilities:

1. Work cooperatively with colleagues, supervisors, administrators, and school staff.

2. Demonstrate ethical behavior and maintain confidentiality.

3. Engage in professional self-development and remain current with applicable policies and procedures.

4. Support the philosophy and mission of Portales Municipal Schools.

5. Ensure activities conform to district guidelines and applicable food service regulations.

6. Communicate effectively and professionally with district personnel, cafeteria staff, vendors, and the public.

7. Provide administrative and clerical support to the Food Service Director.

8. Answer telephone calls, respond to inquiries, and direct requests to the appropriate person.

9. Prepare, type, copy, and distribute correspondence, reports, forms, and other documents.

10. Maintain accurate and organized paper and electronic records.

11. Assist with preparing required reports and maintaining documentation for district, state, and federal food service programs.

12. Assist with processing purchase orders, invoices, receipts, and other purchasing documentation.

13. Maintain food service employee records, certifications, training documentation, and other personnel paperwork.

14. Collect, organize, and enter cafeteria reports, meal counts, student meal application information, and other required program data.

15. Respond to change productively and perform other duties as assigned by the Food Service Director.

Additional Duties and Responsibilities:

1. Schedule meetings, maintain calendars, and prepare meeting materials as requested.

2. Assist with tracking expenditures, budgets, supplies, inventory, equipment, and service requests.

3. Communicate with cafeteria managers regarding paperwork, reporting deadlines, food orders, deliveries, and supply needs.

4. Assist with maintaining menus, meal production records, and other program documentation.

5. Assist with compiling information for reimbursement claims, program submissions, audits, inspections, and compliance reporting.

6. Assist with coordinating staff meetings, training, special meal programs, and summer feeding programs.

7. Prepare and distribute notices, forms, and other food service communications.

8. Maintain an orderly office and organize records in accordance with district retention requirements.

9. Operate office equipment and applicable district and food service software.

10. Adhere to district health, safety, records management, and food service policies.

Physical Requirements:

• Medium: Lift up to 50 lbs occasionally and up to 25 lbs frequently.

• May involve sitting, standing, lifting, carrying, reaching, squatting, kneeling, and moving light furniture.

• May require extended periods of walking or standing and repetitive computer and office tasks.

Safety/Health and Other Requirements:

1. Knowledge of universal hygiene precautions and applicable workplace safety practices.

2. An FBI fingerprint background check will be conducted on all new hires of Portales Municipal Schools at the employee’s cost. Continued employment is contingent upon the results.

3. Must be able to manage frequent interruptions and multiple tasks while maintaining accuracy and confidentiality.

4. Must follow district policies regarding workplace safety, records management, and confidential information.

5. Occasional visits to district cafeteria sites and after-hours work may be required.

Work Environment:

Must be able to work in environments with varying levels of noise, temperature, and air quality. Frequent interruptions, flexibility, and patience are expected. Must be self-motivated, able to complete assignments independently, and work cooperatively with district personnel. Occasional travel between district sites and after-hours work may be required.

Portales Municipal Schools are located in the City of Portales, which has a population of about 15,000. The area's economy is based primarily on agriculture. Portales is the home of Eastern New Mexico University and is less than 20 miles from Cannon Air Force Base near Clovis, NM.

The Portales Municipal School District consists of six grade-level schools. This means that each school, except the high school, consists of two grade levels and is not community-based. Portales High School houses grades 9-12, while Brown Early Childhood Center is grades PK-K; James Elementary is 1st and 2nd grade; Valencia Elementary consists of grades 3rd and 4th; Lindsey/Steiner Elementary is grades 5th and 6th; and Portales Junior High is the home of 7th and 8th grade.

Salary : $30,233 - $37,073