26-27 SY Student Nutrition Administrative Assistant

BEGINNING DATE: 26-27 SY

SALARY SCHEDULE: GRADE 30 /STEP 1

TERMS OF EMPLOYMENT: 240

APPLICATION:

· IN-DISTRICT: Letter of interest through School Spring - Applicant Tracking.

· OUT-OF DISTRICT: Complete application through the School Spring - Applicant Tracking

APPLICATION DEADLINE: Until filled

Job Summary:

The Administrative Assistant to the Director of Student Nutrition provides comprehensive administrative and operational support to ensure the effective management of district-wide nutrition programs. This position plays a critical role in maintaining compliance with federal, state, and district regulations, coordinating departmental processes, and supporting personnel, training, and communication efforts.

The Administrative Assistant serves as a key liaison between the Student Nutrition Department, district staff, and external agencies, ensuring accurate documentation, efficient workflow, and timely completion of all reporting, audits, and administrative functions that support the overall success of the program.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Administrative Assistant to the Director of Student Nutrition supports departmental operations through compliance monitoring, coordination of administrative processes, and effective communication. Key responsibilities include:

· Ensure compliance with USDA regulations, including HACCP (Hazard Analysis Critical Control Point), wellness policy, and Smart Snacks requirements

· Coordinate annual food safety inspections with NMED, including scheduling and attendance

· Complete annual USDA on-site monitoring reviews and assist with audit preparation (PED, USDA, and district)

· Review, approve, and maintain documentation for district online fundraising requests

· Maintain and monitor kitchen and site documentation across all district locations

· Support personnel processes, including School Spring documentation (interviews, recommendations, probation), FMLA, Workers’ Compensation, and Employee First Reports of Injury

· Monitor and update employee contract dates and maintain accurate personnel records

· Prepare, organize, and distribute departmental correspondence, reports, and records for USDA, PED, NMED, and district requirements

· Schedule and coordinate department meetings and trainings; record and transcribe meeting notes as needed

· Prepare and submit monthly contributions for staff and district newsletters

· Coordinate travel arrangements and training logistics for department staff

· Maintain and update the Student Nutrition Department website

· Maintain and update Student Nutrition contact book

· Maintain department birthday calendar

· Maintain confidential employee files in accordance with district policies

· Coordinate and deliver required staff trainings (e.g., Civil Rights, CPR/First Aid, Food Handler certification)

· Submit and track department work orders with the Facilities Department

· Organize and support departmental and district trainings required by federal, state, and district regulations

· Provide support and guidance to Lead Food Service Workers and other department staff

· Participate in hiring processes and assist with onboarding activities

· Prepare materials and packets for substitute staff

· Develop reports, documents, and communications for departmental operations

· Prepare public notices, articles, and announcements for newspaper and radio

· Attend required meetings, trainings, and seminars, including those requiring travel or irregular hours

· Perform additional duties as assigned by the Director of Student Nutrition to support departmental operations

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made as required.

KNOWLEDGE OF:

· Student Nutrition Department programs and operations

· USDA, PED, and district regulations and compliance requirements

· Modern office practices, procedures, and equipment

· Record-keeping, filing systems, and administrative processes

· Microsoft Office (Word, Excel, PowerPoint) and departmental software

· Proper grammar, punctuation, and professional written communication

· Interpersonal skills and office etiquette

ABILITY TO:

· Maintain confidentiality and manage sensitive information

· Organize, prioritize, and meet established timelines

· Prepare accurate reports, correspondence, and documentation

· Communicate effectively both orally and in writing

· Operate office equipment and computer systems efficiently

· Work independently with minimal supervision and collaboratively with others

· Follow oral and written instructions with attention to detail

EDUCATION AND EXPERIENCE

· High School Diploma or GED required

· Minimum of one (1) year of related clerical or administrative experience, preferably in a school setting

LANGUAGE SKILLS

· Ability to read and interpret policies, procedures, and technical documents

· Ability to write routine reports and correspondence

· Ability to effectively communicate with staff, stakeholders, and the public

MATHEMATICAL SKILLS

· Ability to perform basic arithmetic (add, subtract, multiply, divide)

· Ability to calculate rates, ratios, percentages, and interpret basic data

REASONING ABILITY

· Ability to apply common sense to carry out instructions in written, oral, or diagram form

· Ability to resolve routine problems involving multiple variables in structured situations

CERTIFICATES, LICENSES, REGISTRATIONS

· DPS Clerical & Typing Test

· First Aid/CPR Certification (or ability to obtain)

PHYSICAL DEMANDS

· Regularly required to sit, speak, hear, and use hands

· Frequent standing, walking, and reaching

· Ability to lift and/or move up to 25 pounds

· Vision abilities include close, distance, color, and depth perception

WORK ENVIRONMENT

· Primarily indoor office environment

· Frequent use of computers and video display terminals

· Moderate noise level

EVALUATION:

Performance of this job will be evaluated in accordance with administrative procedures

and established contractual protocols.

THE DEMING PUBLIC SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, NATIONAL ORIGIN, RELIGION, AGE, SEX, MARITAL STATUS OR HANDICAP IN COMPLIANCE WITH FEDERAL AND STATE LAWS