School Nutrition Administrative Assistant Job Description: 

Location: Yadkin County Schools - Elkin City Schools
Reports To: School Nutrition Director
FLSA Status: Non-Exempt

Position Summary

The School Nutrition Administrative Assistant provides administrative, financial, and operational support to the School Nutrition Department in a small rural North Carolina district. This position ensures efficient day-to-day office operations, accurate financial documentation, compliance with federal and state regulations, and effective communication among school sites, district departments, vendors, and families. The SN Administrative Assistant plays a key role in supporting high-quality, child-centered nutrition services that meet USDA and North Carolina Department of Public Instruction (NCDPI) requirements.

Essential Duties & Responsibilities

Administrative & Office Management

• Manages daily office operations, including but not limited to phones, emails, scheduling, records management, and correspondence.
  
  
• Maintains organized digital and paper files in accordance with district retention policies.
  
  
• Coordinates department calendars, meetings, training, and professional development sessions.
  
  
• Prepares and distributes internal communications, memos, and reports for staff and school administrators as requested by the School Nutrition Director
  
  

Financial & Data Management

• Processes invoices, purchase orders, receivables, and vendor payments following federal, state, and local financial procedures.
  
  
• Assists with budget tracking, account reconciliation, and monthly expenditure reports.
  
  
• Supports completion of required state and federal program reporting (e.g., meal counts, production records, claim documents).
  
  
• Manages cash handling records, bank deposits, and onsite accountability documentation.
  
  
• Enter and maintain accurate data in point-of-sale (POS) and student meal eligibility systems.
  
  
• Monitors, adjusts, and approves payroll as needed for all school nutrition staff.
  
  

Compliance & Program Support

• Assist in preparing documentation for federal and state reviews, including Administrative Review requirements and local audits
  
  
• Reviews and processes Free & Reduced Meal Applications and assists in the verification process.
  
  
• Maintains knowledge of USDA, NCDPI School Nutrition, and local board policies.
  
  

Technology & Systems Coordination

• Troubleshot routine software or device issues at school sites and coordinates with IT for technical support.
  
  
• Operates POS at school sites during meal services when needed.
  
  
• Manages user access, reports, and updates for relevant systems.

Customer Service & Communication

• Provides courteous, timely support to parents, staff, vendors, and school administrators.
  
  
• Communicates with families regarding meal accounts, eligibility questions, refunds, and account corrections.
  
  
• Supports district outreach for nutrition programs, promotions, and announcements.
  
  

Department Operations Support

• Assists the School Nutrition Director and Supervisor(s) with staff onboarding paperwork and scheduling.
  
  
• Supports and accurately documents inventory and procurement processes, including order entry, product substitutions, quotes, and vendor coordination.
  
  

Qualifications

Required

• High school diploma or equivalent; additional business or administrative coursework preferred.
  
  
• Two years of office, accounting, or administrative experience (school or public sector preferred).
  
  
• Proficiency with Microsoft Office (Excel, Word), Google Workspace, and basic financial software.
  
  
• Strong organizational skills, attention to detail, and ability to manage multiple tasks.
  
  
• Effective communication and customer service skills.
  
  

Preferred

• Experience working in a school nutrition program or K-12 administrative setting.
  
  
• Familiarity with USDA Child Nutrition regulations and NCDPI School Nutrition procedures.
  
  
• Experience with POS systems (e.g., Titan/Linq, PrimeroEdge, MealsPlus).
  
  

Working Conditions

• Standard office environment with occasional travel to school sites.
  
  
• Requires the ability to lift up to 20 pounds, bend, and sit or stand for extended periods.
  
  
• Some peak periods (e.g., start of school year, end-of-month reporting) may require adjusted schedules or additional hours.

Disclaimer:  The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.