Child Nutrition Secretary

Job Title:Child NutritionSecretary 226 days

Reports to:Director of Child Nutrition

Primary Purpose:

Provide support and clerical services for the Child Nutrition Office under the direction of the Child Nutrition Director. Manage and organize an efficient work environment. Assist the department to be in compliance with all regulations and procedures required by the Texas Department of Agriculture the local health authorities and district policies. Provide outstanding customer service to parents and district staff.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding data entry word processing and file maintenance

Ability to use software to develop spreadsheets and databases and do word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Ability to maintain the confidentiality of each familys income and benefits.

Basic math skills

Effective communication and interpersonal skills

Experience:

3 years secretarial experience

Major Responsibilities and Duties:

Records Reports and Correspondence

1. Prepare correspondence forms reports manuals and presentations for the department head and other department staff members.
2. Compile maintain and file all reports records and other documents as required.
3. Process Free and Reduced Meal Applications in an accurate and timely manner.
4. Assist parents with School café accounts and answer questions about student accounts.
5. Generate purchase orders obtain invoice and send to business office for payment in a timely and accurate manner.
6. Manage all incoming receipts invoices and statements. Balance Monthly statements against receipts and send to the business office by the first available check run.
7. Maintain and order supplies for cafeteria managers and office as directed.
8. Provide assistance to the cafeteria managers daily.
9. Assist parents staff with questions through phone email or in person. Provide courteous and prompt response.
10. Attend Region 10 required trainings on free and reduced applications verification etc. as needed and assigned.
11. Works cooperatively with students school staff administrators and the public to effectively promote and otherwise enhance the Child Nutrition Program.
12. Assist at school cafeterias as needed and assigned by Child Nutrition Director.
13. Assist with new employee onboarding.
14. Child Nutrition Secretary Duties will be assigned as needed by Child Nutrition Director.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
2. Order and maintain inventory of office supplies and program equipment.
3. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Other

1. Answer and respond to incoming calls take reliable messages and route to appropriate staff.
2. Maintain a schedule of appointments and make travel arrangements for department staff.
3. Make meeting arrangements for department activities including preparing materials scheduling and setting up facilities and arranging equipment.
4. Receive sort and distribute mail and other documents to department staff.
5. Maintain confidentiality of information.
6. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used:Standard office equipment including personal computer and peripherals

Posture:Prolonged sitting; occasional bending/stooping pushing/pulling and twisting

Motion:Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting:Occasional lifting up to 30 lbs.

Environment:May work prolonged or irregular hours;occasional districtwide travel

Mental Demands:Work with frequent interruptions; maintain emotional control under stress