Administrative Support Assistant- School Nutrition

Lexington City Schools

VACANCY ANNOUNCEMENT

POSITION TITLE:  Administrative Support Assistant- School Nutrition

REPORTS TO:  School Nutrition Director

TERMS OF EMPLOYMENT: 12 months

SALARY: State Scale

Purpose of Position:  Under general supervision of the director of School Nutrition; to perform a wide variety of secretarial, data entry, and routine administrative duties in support of the School Nutrition Department.

Nature of Work:  An employee in this class performs advanced journey level administrative and clerical support duties in an administrative office or office assistant functions in the central office or auxiliary area.  Work requires: demonstrated oral and written communication skills; knowledge of basic computer functions to include Microsoft Work, Excel, Power Point, and other applications; an ability to learn new systems as required; the ability to provide training to others; and an awareness or wiliness to learn requirements of Government/Federal Programs as pertaining to USDA School Nutrition Programs.  The ability to maintain strict confidentiality of student records.

Job Summary:  Support the federally funded USDA School Nutrition Programs operating within the District in procurement, student eligibility, inventory, finance and other general areas of School Nutrition.  Under the direction of the School Nutrition Services Director with limited supervision, performs journey level administrative and clerical support including, but not limited to, application processing, bookkeeping, recordkeeping, and creating reports.  Individual ensures that the mission and goals of Lexington City Schools School Nutrition Program are met.  

Illustrative Examples of Work: These duties represent a sample and may vary by category

Eligibility

• Serve as the primary liaison for the Free/Reduced lunch program between central School Nutrition Office and school cafeterias, school administrators, and other school staff members. Ensures compliance with program concepts and requirements.
• Ensures timely receipt/processing of applications to include 2nd party verification.
• Conducts Direct Certification and imports data into School Nutrition Eligibility Software.
• Participate in and completes the student/family eligibility verification process.
• Gathers, documents, and submits the identified student information as required for CEP.
• Develop and maintain accurate records regarding Free/Reduced lunch program for system wide utilization as pertaining to Title I, Pre-K, etc...
• Continuously audit Free/Reduced applications to ensure accurate meal benefit status. Credit student accounts as necessary.
• Verifies Average Daily Membership in School Nutrition and District database, monthly.

Process letters, notifying parents of program status.  Maintain Files.  Serve as initial point of contact for parent concerns/calls/inquiries/ appeals.  Refer necessary follow up to the Director of School Nutrition for final determination.

Inventory

• Updates the ordering and inventory database with new items annually and as needed.
• Serve as point of contact for food orders from school cafeteria managers.
• First contact with Distributor/Vendors for food shortages and substitutions.
• Process and manage food and supplies orders, using approved software system and email communication in a timely manner.
• Under the direction of the School Nutrition Director, assist with the management and the data entry for bid and commodity ordering process.
• Handle product complaints- serving as a liaison between the cafeteria manager and the vendor.
• Reconcile monthly USDA inventories between distributor warehouse, brokers and district
• Balance commodities with USDA 209 Reports.

Finance

• Conducts financial entry for the nutrition program including participation, monthly financials, and fixed assets.
• Collects financial data and food inventory from individual schools, checks for accuracy, post to computerized general ledger.

• Collects monthly state reporting forms from individual schools, checks for accuracy,

              post and transmits reports to the state department via the School Nutrition Program

• On a weekly basis, collects all invoices from individual schools and verifies pricing against bid prices for accuracy and quantities received.

• Post all invoices to computerized accounts payable after verifying pricing against bid prices for accuracy.
• Submits payments to all vendors.
• Assist School Nutrition Director in creating Purchase Orders and submits for approval from appropriate administrators.
• Send all purchase orders to vendors; follow through with all vendors/personnel for receipt.
• Files federal reimbursement claims on a monthly basis via Internet to State Department by the date set by each program.
• Makes sales tax accrual journal entries for state reporting purposes.

• Reconciles any discrepancies in consolidated bank statement.
• Maintains accounts receivable for School Nutrition Services, including returned checks.
• Reimburses employee expenses to include verifying reimbursement forms for accuracy and completion of all information (account codes, totals).
• Organizes School Nutrition reports in a manner conducive to meeting state audit

              requirements, ensuring accuracy and reconciliation to the federal monies received.

• Researches questions from State Auditors pertaining to state and federal reporting of Food Service data during annual audit. 
• Provide documentation to all audits as requested.
• Coordinates payroll activities with Finance designee for School Nutrition. Reviews all timesheets for accuracy.  Provides training to managers.
• Completes FC1A monthly.
• Coordinates activities with Central Office Finance Department.
• Performs clerical duties for the school system.

• Acts as a two-way communication link with other school personnel and state officials.

• Attends all required state workshops for updated financial reporting regulations.

Procurement

• Assist the School Nutrition Director in soliciting and documenting RFQ, RFP, and IFBs.

• Maintains proper procurement documentation for all Purchase Orders.
• Develop and maintain proper documentation as required by the USDA School Nutrition Program for all procurement activities.

Information Technology Management

• Identifies problems and determines solutions with software vendors.
• Maintains and updates the LCS School Nutrition website in coordination with the webmaster.

Other

• Performs other tasks consistent with the goals and objectives of the School Nutrition Program, Lexington City Schools, and as assigned by the Director of School Nutrition.

Knowledge, Skills, and Abilities

• Considerable knowledge of office systems and processes, including but not limited to proficiency in Microsoft Office products such as Word, Excel, PowerPoint and Goggle products.
• Ability to multi-task
• Bookkeeping/Recordkeeping abilities
• Ability to work independently with little direction, meeting schedules and deadlines.
• Ability to interpret and monitor a variety of federal, state, and local guidelines.
• Ability to communicate effectively in oral and written forms.
• Conflict resolution skills. Ability to provide courteous service under challenging conditions.
• Language Skills: Ability to read, understand and follow written and oral directions; present information clearly, the ability to present information at staff meetings.
• Math Skills: Ability to perform math functions using units of weight and volume measurement.
• Physical Ability:
• Persons will exert 10 to 30 pounds of force frequently to lift, carry, push, pull, or otherwise move objects such as cases of paper, documents, and other light equipment.
• Hear and understand speech at normal classroom levels, outdoors and on telephone,
• Have the ability to verbally communicate with others. Speak in audible tones so that others may understand clearly in indoor workspaces, outdoors, and on the telephone.
• Possess the mental capacity to plan, organize and analyze normal work activities.
• Have the ability to utilize fine motor skills to manipulate tools, equipment, or resources.
• Perform work in a sitting, standing, lifting and moving position. May require walking.
• Maintain a valid driver's license

Education and Experience:

High School Diploma or equivalent and Associates Degree in Business Management, Food Services,  or a related field, or an equivalent combination of education and experience;  plus 1 year experience successfully working with the public and working in an automated systems office/environment.   School Nutrition experience preferred.

Interested candidates may apply by:

1. Email a resume and letter of interest of aholland@lexcs.org