Administrative Assistant​/EOP

Administrative Assistant

The Food Service Administrative Assistant provides comprehensive administrative, financial, and program support to the Director of School Nutrition and the District's Child Nutrition Programs. This position is responsible for assisting with meal benefit eligibility, financial recordkeeping, customer service, student account management, regulatory compliance, and communication while maintaining confidentiality and ensuring accurate program records in accordance with federal, state, and district requirements.

Responsibilities include:

• Providing administrative support to the Director of School Nutrition including scheduling meetings, maintaining calendars, preparing correspondence, and coordinating department communications.
• Providing courteous and professional customer service to parents, students, staff, and vendors by responding to phone calls, emails, and inquiries in a timely manner.
• Serving as a liaison between the Food Service Department and other departments, schools, and the community.
• Maintaining organized electronic and paper filing systems in accordance with district record retention requirements.
• Assisting with the dissemination of information about Child Nutrition programs; preparing and distributing reports, memos, and other documents as requested.
• Assisting with the annual preparation and distribution of Household Meal Benefit Applications in electronic and paper format.
• Reviewing Household Meal Benefit applications for completeness and determining student eligibility for free and reduced-priced meals in accordance with USDA and state regulations.
• Processing and maintaining accurate monthly records of students and households.
• Preparing required correspondence notifying households of meal benefit eligibility.
• Completing all activities associated with the annual Meal Benefit Verification process in compliance with federal and state regulations.
• Preparing reports related to meal benefit eligibility and program participation.
• Assisting with monitoring departmental budget and maintaining accurate financial records.
• Processing purchase orders, invoices, deposits, reimbursements, and other financial transactions.
• Creating invoices and monitoring payment for catering and special event services.
• Maintaining accurate vendor records and supporting documentation.
• Assisting with reconciliation of financial records and reports.
• Managing student and staff food service accounts; researching and resolving account balance discrepancies and cashier transaction errors.
• Processing student meal account refunds, including graduating senior account refunds.
• Monitoring and distributing reports to school administrative assistants for food service negative account balances.
• Preparing meal cards for newly enrolled students and coordinating transfer of meal cards when student building enrollment changes.
• Distributing menus and department communication to school building administrative assistants.
• Tracking uniform inventory and coordinating uniform ordering.
• Maintaining employee food safety certification records and coordinating annual sanitation training for staff needing certification or recertification.
• Assisting with recruitment activities by reviewing employment applications and preparing onboarding paperwork for new employees.
• Maintaining departmental databases and generating reports as requested.
• Performing other duties as requested by the Director of School Nutrition.

Required Qualifications:

• Must have a high school diploma or equivalent;
  Associate's degree in Business Administration, Accounting, Office Administration, or related field experience preferred.
• Minimum of two (2) years of experience in administrative support, preferably in a school nutrition, education, public administration, or food service.
• Experience with student information systems, point-of-sale software, or financial management software preferred.
• Knowledge of basic bookkeeping principals, data management, and computer software, including Microsoft Office Suites (Word and Excel).
• Strong organizational and time management skills required.
• Excellent verbal and written communication skills required.
• Strong customer service and interpersonal skills required.
• Ability to maintain strict confidentiality of student, employee, and financial information.
• Ability to work independently while exercising sound judgment and attention to detail.

Physical Requirements:

• Ability to sit for extended periods while performing computer work.
• Ability to communicate effectively in person and by telephone.
• Ability to lift and carry up to 25 pounds.
• Ability to operate standard office equipment.

Preferred Knowledge:

• Working knowledge of USDA Child Nutrition Programs and meal benefit eligibility requirements.
• Familiarity with Illinois State Board of Education (ISBE) Child Nutrition regulations.
• Experience with student meal account management and point-of-sale systems.
• Experience preparing reports using spreadsheets and database software.

Compensation:

Fully Board Paid Medical, Dental, and Vision…