Executive Secretary – Food Service Department

Executive Secretary To The Director Of Food Service

The Executive Secretary to the Director of Food Service provides high-level administrative, financial, and operational support to the Food Service Department. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining confidentiality. The Executive Secretary serves as a key liaison between the Food Service Department, district staff, parents, schools, vendors, and financial institutions to ensure efficient daily operations.

• Provide executive-level administrative support to the Director of Food Service.
• Coordinate and maintain the department catering calendar and schedule catering events.
• Schedule interviews and assist with employment-related administrative processes.
• Coordinate staff substitute assignments and floater coverage to support daily operations.
• Process transfers of food, equipment, and supplies between schools and department locations.
• Maintain department records, files, and confidential documentation.
• Assist with special projects and perform other administrative duties as assigned.

• Process accounts payable and accounts receivable transactions.
• Prepare, print, process, and distribute vendor and reimbursement checks.
• Approve payroll and prepare payroll-related journal entries.
• Complete bank reconciliations and reconcile cashier reports.
• Prepare journal entries for payroll, subsidies, and subledger transactions.
• Reconcile department credit card statements, maintain receipts, and retrieve supporting documentation, including online purchases.
• Prepare and process bank deposits, including cash and checks received by the department.
• Ensure timely collection and secure deposit of funds from district schools.
• Coordinate banking needs, including ordering deposit books, bank bags, change funds, and petty cash.
• Collect and maintain banking documentation as required.
• Prepare financial reports and supporting documentation for School Board meetings and administrative review.

• Review and approve free and reduced-price meal applications.
• Process Direct Certification information in accordance with USDA and state regulations.
• Coordinate the annual meal benefit verification process.
• Maintain student meal account systems, including EZSchool
  
  Pay, and provide customer support to parents regarding account questions and troubleshooting.
• Generate and distribute student meal account balance notifications and staff account balance reminders.

• Maintain and update menus within Nutrislice.
• Implement menu revisions and updates as directed.
• Create and maintain recipes within Primero Edge.
• Complete annual rollovers and system maintenance for Primero Edge and eTrition.
• Add new food items to ordering guides and maintain product information.
• Process and approve department purchasing requests, including Amazon orders.
• Coordinate ordering of disposable supplies and materials for catering operations.

• Prepare operational and financial reports for district administration and the School Board.
• Maintain accurate records to support state, federal, and district reporting requirements.
• Ensure compliance with USDA regulations, district policies, and applicable financial procedures.
• Assist with audits and provide requested documentation.

• Experience with financial recordkeeping, banking, and accounting.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Experience with student nutrition software, accounting systems, and online payment platforms is preferred.
• Excellent organizational, communication, and customer service skills.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.

Hours:

Monday through Friday, 7:30 a.m. until 3:30 p.m.