Admin Assistant I- Food Service (26-27 SY)- Food & Nutrition Services

Administrative Assistant I- Food Service

Facilitate the effective operation of the Food & Nutrition Services, and provide secretarial services to the Executive Director of Student Nutrition & Extended School Programs.

Minimum Education/Certification:

• High School Diploma or GED
• Educational Aide II or Secretary III Paraprofessional certificate preferred

Special Knowledge/Skills:

• Excellent skills working in Microsoft Office, including but not limited to Word, Excel, and PowerPoint
• Excellent customer service skills
• Excellent file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Ability to work well under pressure
• Ability to work simultaneously on several projects
• Excellent proofreading and writing skills
• Knowledge of budgets and accounting principles
• Knowledge of general office equipment
• Ability to learn/use District software systems and operate computers/peripherals using a variety of applications

Minimum Experience:

Five (5) years of clerical/secretarial experience or other equivalent experience or background.

Major Responsibilities and Duties:

1. Perform secretarial duties for the Executive Director of Student Nutrition and Extended School Programs.
2. Receive incoming calls, take reliable messages, schedule appointments, and maintain calendars for the Executive Director of Student Nutrition and Extended School Programs.
3. Prepare board meeting agenda items and progress reports for the Support Services Division.
4. Merge and proof the board meeting agenda information from all departments within Support Services.
5. Prepare correspondence, memos, reports, charts, schedules, contracts, resolutions, and legal documents as directed by the Executive Director of Student Nutrition and Extended School Programs.
6. Prepare correspondence, requisitions, and reports, including but not limited to data and information for district personnel, patrons, and the public.
7. Maintain records of division and facilities department budget and perform accounting tasks following established district guidelines, including, but not limited to, those related to budget, requisitions, purchase orders, work orders, construction projects, and the department's travel arrangements.
8. Process all documents for signatures of trustees and provide a copy for the office minute book.
9. Assist in maintaining records and files for all school-owned vehicles, including titles, exempt licenses, etc.
10. Combine departmental information and draft monthly progress report for Support Services.
11. Preserve and protect all deeds, contracts, bond construction documents, and any other official instruments of the district.
12. Maintain an up-to-date record of all board meeting agenda items pertaining to the Food & Nutrition Services.
13. Enter online work order requests, electronic mail, and purchase orders as directed by the Executive Director of Student Nutrition and Extended School Programs.
14. Correlate information and apprise support service department directors and facilities managers of meetings and pertinent data.
15. Assist in compiling information for preparing various reports for the Support Services Division required by the State and other agencies.
16. Promote goodwill and effective public relations while maintaining confidentiality and loyalty to supervisors and to the school district.
17. Secure locations and necessary data and equipment for office and district-wide meetings, including notification of people involved.
18. Monitor, process, and submit personnel payroll reports as required.
19. Handle incoming and outgoing mail for the Executive Director of Student Nutrition and Extended School Programs.
20. Maintain information of and comply with state, district, and school policies or regulations concerning primary job functions.
21. Attend district meetings and compile minutes as needed.

Equipment Used:

Telephone, computer/peripherals, printers, calculator

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors: Must maintain emotional control and exercise reasoning and problem solving skills while under stress. Must demonstrate ability to communicate effectively (verbal and written). Should be able to interpret procedures and analyze data for decision-making. Frequent in-district and occasional in-state or national travel. Occasional prolonged and irregular hours.

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidences immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.