Administrative Assistant

Job Goal: To assist in the administration of the School Nutrition Department’s business and clerical affairs so as to provide for the maximum efficiency and effectiveness of the Department for Silver Lake Regional School District (which includes Dennett), Halifax Elementary School and Kingston Public Schools

Supervision: Reports to School Nutrition Services Director                                             

Education, Work Experience, and Licensure:

Required: High school diploma, G.E.D., or equivalent. Knowledge of Word, Excel, Google Office and email. Valid driver’s license.                                                                                                                         

Preferred: At least two years of prior experience as a bookkeeper or other relevant position.  An Associate’s or Bachelor’s Degree in Business, Accounting, Home Economics, Dietetics or a related field.  Knowledge of finances related to School Nutrition programs, budgets, reporting. Experience in School Nutrition or related field. 

Performance Responsibilities:

1. Answers telephone, handles inquiries, etc.
2. Prepares all School Nutrition Department bills for warrants for each district.
3. Works with Kingston and Halifax Town Halls to manage purchase orders or requisitions.
4. Enters Requisitions and Purchase orders for Silver Lake Regional School District & Dennett.
5. Keep records of revolving accounts.                              
6. Checks all statements from vendors each month.           
7. Checks all invoices to ensure prices match bid prices. Contacts vendors/staff about any discrepancies on invoices and statements, or any items back ordered.
8. Compiles monthly financial report.             
9. Works cooperatively with officials at Kingston and Halifax Town Halls and Silver Lake Regional Administration. 
10. Orders and maintains School Nutrition office supplies as needed
11. Maintains an accurate record of School Nutrition staff attendance for all districts.
12. Operates computers, calculators, copiers and facsimile machines.
13. Maintains an accurate accounting of various accounts pertaining to the position.
14. Files bills alphabetically, and updates files annually ensuring compliance with National School Lunch Program requirements for maintenance of documents.                    

1. Posts all receipts.      
2. Checks school meals account balances of students and arranges for billing and refunds as necessary.
3. Enters monthly inventory.
4. Moves food and supplies between schools. Will require use of a personal vehicle.
5. Picks up money from Silver Lake Regional and Dennett schools and brings it to the bank for deposit daily. Will require use of a personal vehicle.     
6. Acts as confirming official for Free and Reduced School Meals applications.  
7. Handles any other related duties as may be assigned by Administration 

Special Knowledge/Abilities For Position: Knowledge of proper business etiquette. Strong interpersonal and customer service skills.  A proficiency in typing and other secretarial skills, including bookkeeping.  Working knowledge of basic office procedures and the operation of common office equipment and machines.  Ability to work well with numerous departments and agencies. Must be able to work independently.  Must be able to comprehend and follow verbal and written instructions.  Strong demonstrated ability in working with an automated fully-integrated accounting system such as IVEE, as well as Microsoft Excel, Microsoft Word and Google docs.  Must be detail oriented. 

Physical Requirements: The position requires being seated for most of the shift. It requires a moderate amount of walking, standing, sitting and climbing stairs and step stool whenever necessary.  Activities also include moderate physical exertion in body movement such as reaching, bending, twisting, grasping, pushing, and pulling of objects.  The position requires lifting of objects of 20 pounds or more on an occasional basis.  There is a frequent requirement of fine manipulation associated with the required use of a computer, keyboard, calculator, and other business machines. 

Environmental Conditions: The occupant is required to work indoors.  The regular chemical solvents used are toners and cleaning fluids.