Administrative Assistant - Child Nutrition Services

Position Type:
Paraprofessional/Support Staff/Administrative Assistant - Child Nutrition Services
Date Posted:
12/18/2023
Location:
Child Nutrition Services
Job Title:Administrative Assistant - Child Nutrition Services
Wage/Hour Status: Non Exempt/At-Will
Reports To: Director of Child Nutrition
Pay Grade/Days: 207/226
Dept./School: Child Nutrition Services
Date Revised: July 2021
Primary Purpose:
Manage and maintain an efficient and customer friendly office environment for the Child Nutrition Services Department. Organize the routine work activities of an administrative department office and provide clerical services to the food service director and other staff members as assigned by the director.
Qualifications:
Education/Certification:
High School Diploma or GED, some college preferred Advanced secretarial and computer training
Valid Texas Driver's License Become ServSafe Certified Finance/accounting experience
Special Knowledge/Skills:
Ability to read, understand, and follow oral, written and electronic instructions Knowledge of computer and accounting software applications
Advanced word processing, desktop publishing, spreadsheet, database skills, proof reading and file maintenance
Proficient skills in typing, keyboarding, and file maintenance Ability to use calculator (10-key by touch)
Basic math skills
Excellent organizational, communication, and interpersonal skills Strong written and oral communication skills
Detail oriented, strategic planner, proactive, highly organized and anticipates needs of customers, internal and external
Bilingual preferred
Experience:
Three or more years as secretary in an administrative office environment
Major Responsibilities and Duties:

1. Assist the Director of Child Nutrition Services with all CNS operational situations, tasks and projects performing all duties and functions as assigned.
2. Perform routine office, secretarial, and clerical tasks including maintenance of a complete filing system, including compiling, maintaining, and filing all physical and computerized reports, records and other documents.
3. Answer incoming calls and incoming emails, take reliable messages and route to appropriate staff.
4. Receive, sort and distribute mail, orders and other documents to appropriate staff.
5. Collect pertinent data and organize it into usable form, prepare memoranda, reports, agendas, requisitions, and other communications as directed.
6. Collect and input pertinent data from campus kitchens operations and be able to work with data and information to provide management team with required and requested reports. Collect, input and compile multiple reports, including meal rosters, time error sheets, attendance records, report requests from the campuses, etc.
7. Prepare requisitions, review purchase orders for accuracy and work with director to close out PO's. Monitor and process customer credit requests and other information.
8. Collection, input, review and reconciliation of vendor invoices, statements and online reports for AP and AR.
9. Assist department managerial team with scheduling, set-up of meetings and appointments.
10. Monitor, keep par levels and maintain material, office and kitchen small equipment supplies.
11. Monitor, review, verify and process departmental staff mileage records.
12. Prepare data, agendas and packets for all CNS meetings and take notes, minutes and film all CNS meetings.
13. Assist with maintenance of WISD CNS webpage.
14. Maintain, record and deposit all cash and checks received in the CNS office and prepare monthly reports reconciling them with the related PO's, invoices and billings.
15. Perform routine bookkeeping tasks to maintain department records. Responsible for data entry into system to manage department weekly transmittals and financial reports.
16. Maintain accurate records, prepare reports, analysis, and statistics as requested.
17. Serve as assistant to the director, operations manager, food service managers and CNS supervisors in performing all duties and functions as assigned.

Equipment Used:
Use of Dell and Apple computers and related equipment, update software, POS, menu planning software, presentation software, calculator, copiers, shredder, scanners, and telephone.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress. Working in office environment with diverse community and media groups. Repetitive hand motions; prolonged use of computer. Administrative office environment; tight timeline pressures; hectic pace, working on several projects at once. Frequent interruptions and occasional crisis situations.
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.
Non Discrimination Statement
The Waco Independent School District is an equal opportunity educational provider and employer who does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information or non-proficiency in English language skills in educational programs or activities that it operates or in employment matters. The District is required by Title VI and Title VII of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act; and school board policy not to discriminate in such a manner.
For information about your rights or complaints regarding compliance with the nondiscrimination requirements of Title IX, please email titleixcoordinator@wacoisd.org or contact Waco ISD Assistant Superintendent of Human Resources at 254-755-9410 or Assistant Superintendent for Student Services and Support at 254-755-9417. For information or complaints regarding compliance with the nondiscrimination requirements of Title VI and Title VII, as amended, contact the Waco ISD Assistant Superintendent of Human Resources at 254-755-9410. For information or complaints regarding compliance with the nondiscrimination requirements of Section 504 of the Rehabilitation Act of 1973, as amended, contact Waco ISD Special Education Executive Director at 254-755-9569 or write to P.O. Box 27, Waco, TX, 76703.