Specialist - Child Nutrition Program (INTERNAL APPLICANTS ONLY)

Job Title: Child Nutrition Program Specialist

Wage/Hour Status: Nonexempt

Department: Child Nutrition Services

Reports To: Director of Child Nutrition Program

Approved By: Board of Trustees

SUMMARY:

Facilitate the efficient operation of Child Nutrition Administration Office by providing a wide variety of complex administrative/clerical support; analyze requests and provide recommendations for action; communication information on behalf of the Child Nutrition Program to staff students and other stakeholders. Will actively engage in actions that will serve and support campus staff and ensure compliance with all state federal and local regulations regarding procurement and operations processes. Organize and manage the routine of work activities of an administrative department office and provide clerical services to the department head and other staff members. Follow established procedures to process purchase orders and invoices and maintain accounting records.

QUALIFICATIONS

EDUCATION:

High school diploma or GED

EXPERIENCE:

One year of accounting experience at clerical level

Knowledge in Child Nutrition Program operations in food preparation menu pattern serving requirements and required documentation for meal counting and claiming reimbursable meals.

Knowledge in Smart Snacks compliance.

Knowledge in school district procurement procedures and approval processes.

Knowledgeable in compliance with TDA/USDA HACCP policies and procedures for child nutrition programs.

Knowledgeable in Food Safety in commercial kitchens.

Microsoft Office use with specifically EXCEL spreadsheets and other programs for analysis and auditing purposes is required.

CERTIFICATION LICENSES REGISTRATIONS:

Must have a valid Texas Drivers license and must be insurable by the insurance carrier for the District.

OTHER SKILLS AND ABILITIES:

• Proficient skills in typing word processing and file maintenance.
• Effective organizational communication and interpersonal skills.
• Demonstrated ability to operate a mainframe and personal computer and related software to develop spreadsheets databases and do word processing.
• Ability to operate standard office equipment such as computer typewriter copier fax machine calculator and shredder.
• Ability to develop effective working relationships with staff the school community and the general public.
• Ability to communicate clearly and concisely both orally and in writing.
• Ability to perform duties with awareness of all district requirements and Board of Education policies.
• Knowledge of basic accounting procedures
• Ability to interpret policy procedures and data.
• Knowledge of operations and safety of the child nutrition program
• Ability to ensure compliance in the procurement process.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Accounting/Bookkeeping/Purchasing

1. Receive and process for payment all accounts payable invoices requisitions purchase orders etc.
2. Match invoices with proper purchase orders; ensure completeness and accuracy of invoices and shipments.
3. Detect and resolve problems with incorrect orders invoices and shipments.
4. Contact district personnel and vendors to correct or obtain information needed.
5. Confirm balances in accounts for all requisitions.
6. Conduct periodic checks of travel reports and food service employees.
7. Perform routine bookkeeping tasks including simple arithmetic operations for the department.
8. Responsible for the preparation of all purchase orders for the department.
9. Monitor and process personnel time records including leave requests and reports; compile information and submit to central office including new employee enrollment and staff reassignments and change forms.
10. Maintain department ledger of all accounts using personal computer.
11. Obtains quotes for purchases needed by the department to comply with district purchasing guidelines.
12. Input accounting data keys in all invoice amounts relevant to each campus and purchase order number using personal computer.
13. Maintain organize and prepare comprehensive and complex reports.
14. Order materials supplies and equipment; maintain records of purchase orders invoices and expenses.
15. Assists with updates to CNP employee manuals forms and policies.
16. Gathers and disseminates endofyear (EOY) and beginningofyear (BOY) materials checklist kitchen repair list student bar code cards and other information as needed.

Budget and Inventory

1. Assist in Inquiring necessary quotes from vendors for goods and services necessary for efficient and effective CNP operations.
2. Check review and monitor invoices including discounts and/or rebates
3. Completes monthly NSLP SBP FFVP and CACFP claim entry in TXUNPS.

Policy Reports and Law

1. Comply with federal and state law State Board of Education Rule and board policy in the food service area.
2. Compile maintain and file all physical and computerized reports and other documents required.

Records and Reports

1. File office copies of requisitions invoices and purchase orders.
2. Keep records up to date.
3. Maintain vendor files and set up new accounts when changes occur.
4. Prepare correspondence forms reports etc. for the department head and other department staff members using personal computer and typewriter.
5. Compile pertinent data as needed when preparing various state and local reports.
6. Maintain department records as needed.
7. Maintain physical and computerized files including inventory of office and campus supplies mailing lists department records visitor logs and office communication.
8. Update handbooks policy manuals and other documents as assigned.
9. Organize department meetings documents meeting minutes and provides copies to attendees.
10. Maintain and organize all memos signin sheets meeting minutes track professional standards for the Child Nutrition Program.

Other

1. Answer incoming calls direct calls to the proper party or take reliable messages and route to appropriate staff.
2. Maintain a schedule of appointments schedule meetings and make travel arrangements for department staff.
3. Receive sort and distribute mail and other documents to department staff.
4. Maintain confidentiality of information.
5. Participate in staff development training programs to improve job performance.
6. Participate in meetings and special events as assigned.
7. Exercise professional judgment in absences; be punctual to work meetings and appointments.
8. Communicate current status of invoices to vendors and accounting department.
9. Prepare correspondence using personal computer or typewriter.
10. Keep informed of and comply with state and district policies and regulations concerning primary job functions.
11. Perform other duties as assigned by the immediate supervisor.
12. Screen visitors coming into the CNP office and provide assistance with routine questions or directing visitors to appropriate parties.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before staff students and the general public.

MATHEMATICAL SKILLS:

Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals. Ability to compute rate ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS:

Occasional absences are understood but regular attendance is required.

While performing the duties of this job the employee is almost continuously required to sit walk and talk or hear. The employee is frequently required to stand and sit. Repetitive hand motions and prolonged use of the computer are required. Light to moderate lifting and carrying is required. Specific vision abilities required by this job include close vision distance vision depth perception and the ability to adjust focus. This job requires the ability to handle and balance multiple demands at the same time. This position also requires meeting deadlines with sever time constraints interacting with the public and staff and enduring irregular or extended work hours. The employee must maintain emotional control under stress.

WORK ENVIRONMENT:

The employee regularly works indoors with frequent interruptions. The noise level is usually quiet.

Required Experience:

Unclear Seniority