Part-time Administrative Assistant School Nutrition Program

Part-time Administrative Assistant for School Nutrition Program (Two Days per Week)

Harrisonburg City Public Schools CENTRAL OFFICE - Harrisonburg, Virginia Open in Google Maps

HARRISONBURG CITY PUBLIC SCHOOLS

JOB DESCRIPTION

Position:

Two Days per Week Part-time Administrative Assistant for School Nutrition Program

Reports to:

Director of School Nutrition

Contract:

Salary Scale:

C9

FLSA Status:

Exempt

Revised:

9/2026

POSITION SUMMARY:

Assist the Director of School Nutrition by performing the clerical and technical work involved in preparing and maintaining fiscal and related documents for the department.

QUALIFICATIONS:

• Any combination of education and experience equivalent to graduation from high school, supplemented by courses in business, finance and some experience in general office work.
• General knowledge of clerical/accounting terminology, methods, and procedures as well as standard office procedures and practices.
• Ability to establish and follow detailed work procedures and to post accounts with speed and accuracy.
• Ability to perform mathematical computations with speed and accuracy.
• Skill in the use of computers, computer applications, and other office technology.
• Ability to work effectively with others.
• Effectively demonstrates the ability to perform the essential functions.
• Experience working directly with individuals and families from diverse racial, ethnic, and socioeconomic backgrounds.
• Familiarity with equity and inclusion frameworks. Models non-discriminatory practices in all activities. Respects the worth, dignity and individual differences of others.
• Excellent written and verbal communication skills and the ability to present to diverse audiences to foster professional relationships and express and/or exchange ideas.
• Excellent interpersonal skills.
• Proficiency in the use of a variety of office/instructional equipment and technology with experience using Microsoft Office, Google Workspace, and email.
• Demonstrated leadership qualities and personal characteristics necessary for working effectively with students, teachers, administrators, and the community.

ESSENTIAL FUNCTIONS:

• Processes students on direct certification, homeless, migrant, foster, and Head Start lists for automatic eligibility.
• Maintains an organized filing system for school nutrition documents including, but not limited to direct certification records, meal agreements, bid documents, meal receipts, invoices, and payroll records.
• Reconciles program revenues and expenditures with reports from the school and city finance departments.
• Posts requisitions for all school nutrition program expenditures.
• Completes monthly financial summary report for all school cafeterias.
• Manages on-line meal payments.
• Updates school nutrition program website.
• Maintains personnel files for school nutrition program employees.
• Prepares contracts and work agreements for school nutrition program staff.
• Maintains uniform inventory and places orders as needed.
• Files USDA food rebates on a monthly basis.
• Prepares necessary documents for all state and federal audits.
• Maintains monthly cafeteria inventories and updates inventory form annually and as needed.
• Updates online order form annually and as needed.
• Prepares and distributes written communications to school nutrition program staff and other HCPS staff.
• Handles administrative duties and office matters in the absence of director.
• Provides coverage at front desk during staff shortage at the central office.
• Attends educational and in-service training as requested by the director.
• Processes payroll and enters leave for all school nutrition program employees and distributes payroll documents as needed.
• Orders and maintains office supplies for all cafeteria managers.
• Prepares annual smallwares bid and maintains inventory of smallwares by school location.
• Prepares annual bid specifications for food and supplies for the Shenandoah Valley Buying Cooperative.
• Assists director in preparing for and conducting nutrition education activities at schools.
• Assists director with program marketing and community outreach efforts.
• Follows appropriate safety procedures and properly maintains equipment.
• Responds to telephone, email and in-person requests, inquiries and questions in a professional, polite and responsive manner.
• Demonstrates good attendance and punctuality.
• Maintains confidentiality in all matters.
• Models non-discriminatory practices in all activities. Respects the worth, dignity and individual differences of others.
• Complies with and supports school division…