Executive Assistant I - Child Nutrition

Advanced Clerical Services Executive Assistant

Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Minimum Qualifications

Education/Certification

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)
• Candidates must have a satisfactory outcome of fingerprinting background check. Nonrefundable fee (approximately $50.00) paid by the employee.

Knowledge/Skills

• Knowledge of school district organization, operations, and administrative policies.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to make independent decisions regarding planning, organizing, and scheduling.
• Excellent public relations, organization, communication, and interpersonal skills.
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing.
• Ability to multi-task numerous complex administrative activities.
• Must be self-motivated, possess the ability to work under pressure, able to handle multiple tasks and work collaboratively.

Experience

Three years of work-related experience and general knowledge of routine office procedures to include customer service, telephone etiquette, efficient and effective filing, and bookkeeping procedures.

Preferred Experience

• TX-UNPS & TDA Claims: Proven experience navigating the Texas Unified Nutrition Programs System (TX-UNPS), including uploading campus POS data, managing applications, and submitting monthly reimbursement claims to the Texas Department of Agriculture (TDA).
• USDA Foods & Entitlement Management: Demonstrated background tracking and managing USDA Foods (Commodities) entitlement balances, including utilizing WBSCM (Web-Based Supply Chain Management) or regional co-op portals for requisitions and delivery verification.
• DoD Fresh Program: Direct experience monitoring and reconciling allocations and invoices for the Department of Defense (DoD) Fresh Fruit and Vegetable Program.
• NSLP Compliance & Audit Prep: Deep familiarity with National School Lunch Program (NSLP) regulations, with hands-on experience organizing the documentation (Production Records, CN labels, and Product Formulation Statements) required for TDA Administrative Reviews (State Audits).
• School Nutrition Financials: Experience processing food and non-food vendor invoicing, managing student meal accounts/refunds, and maintaining tracking databases to ensure alignment with a school district's child nutrition budget.
• Free & Reduced Meal Programs: Experience administering the Free and Reduced-Price Meal application process (if necessary or CEP), managing Direct Certification (DC) lists, and coordinating the annual federal verification process.

Major Responsibilities and Duties

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

• State Claims & Reimbursements: Collect, compile, and organize monthly meal count data from all campus cafeterias. Prepare and submit accurate monthly reimbursement claims to the State Department of Agriculture within mandated deadlines.
• Free & Reduced Meal Program Support: Assist with the administration of the Free and Reduced-Price Meal application process (if necessary or CEP). Coordinate the annual verification audit, maintain confidential household income data, and process Direct Certification (DC) lists.
• Financial Management & Invoicing: Process or support the processing of department-wide food and non-food vendor invoices, purchase orders, student account refunds, and travel reimbursements. Monitor tracking databases to ensure expenditures match the department budget.
• Audit & Administrative Review Prep: Maintain or support the retention of immaculate records of standardized recipes, Production Records, CN (Child Nutrition) labels, and Product Formulation Statements required for state Administrative Reviews.

Professionalism:

The Educators' Code of Ethics is set forth in the Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule 247.1 Purpose and Scope; Definitions
• Rule 247.2 Code of Ethics and Standard Practices for Texas Educators

Organization Management:

The executive assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Assist with department budget preparation and maintain accurate records of expenditures.
• Prepare and process purchase orders and receive, store, and issue supplies and equipment.
• Maintain inventory of fixed assets, equipment, and supplies.
• Maintain inventory of equipment and supplies; order supplies and materials as needed.
• Prepare department communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
• Prepare instructional materials as requested.
• Monitor and process time records including leave requests and reports.
• Compile information and submit to the central office according to established procedures and deadlines.
• Maintain department calendar of events.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain records according to established procedures.
• Maintain general office files; save/store required documents per policy and administrative procedures.
• Establish and maintain recordkeeping procedures for the department.
• Monitor appropriate use of the budget (secure monies received; prepare monies for deposit; dispense monies, paychecks, travel checks, reimbursements, etc.)
• Maintain payroll information including attendance reporting, absence reports, etc.

Organization Improvement:

The executive assistant promotes efforts to improve the department or organization through activities such as the following:

• Monitor workflow of the department and office staff.
• Assist students, teachers and parents as needed.
• Maintain and assist with operation of office machines as needed.
• Prepare materials for department distribution.

Communication and Community Relations:

The executive assistant promotes a positive tone for the Child Nutrition department or community relations through activities such as the following:

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
• Schedule appointments and maintain the administrator's calendar.
• Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.
• Answer incoming calls and greet visitors.
• Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators.
• Compile pertinent data used to prepare various required state and local reports.
• Prepare purchase orders and payment authorizations as directed.
• Compile, maintain, and file all reports, records, and other documents as required.

Professional Growth and Development:

The executive assistant attends all district and department professional development and assigned training.

Qualities of an Effective Executive Assistant:

• Daily attendance and punctuality at work are essential functions of the job.
• Participate in District staff development programs that improve job related skills.
• Keep informed of and comply with state, district, and school regulations, including daily attendance, punctuality and confidentiality.
• Use effective communication skills with students, parents, District personnel, and third party entities.
• Maintain confidentiality.

Supervisory Responsibilities:

None

Equipment:

Office equipment and tools: calculator, computer, printer, copier, fax, multiline telephone, and other equipment applicable to position.

Working Conditions: Mental Demands/Physical Demands/Environmental Factors:

• F