Hybrid TEMPORARY - Operations Specialist at City Schools Of Decatur

PRIMARY FUNCTION  

Performs assigned bookkeeping and accounts payable functions for the district’s school nutrition program in accordance with established policies, practices, procedures and generally accepted accounting principles. Adheres to best practices in the maintenance of the financial records, posting of financial transactions, preparation and present of reports, and resolution of practical accounting problems. This employee serves as support to the food service operations to ensure that Federal, State and Local standards are being met, including but not limited to  school nutrition bookkeeping/accounting,  product procurement, preparation of bids and quotes, ordering, quality control of products, and product recalls.

ESSENTIAL FUNCTIONS

(Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics.  This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all duties and responsibilities performed by incumbents of this class.)

• May not perform all tasks on a daily basis; Must have the capability to perform all task when assigned by the Nutrition Director

• As assigned by the Nutrition Director assists with the reconciliation of bank statements and submission of invoices to the Finance Department. Reconcile online banking statements with online deposits.  

• Collect cash receipts from the bank weekly and compare it to the transaction summary – Calculating and entering the amount each fund should be allocated. Including checking deposit slips and monthly reports for accuracy ( transactions summary, edit check, & item summary). In addition to entering cash receipts into the district financial program.

• As assigned by the Nutrition Director, may be required to assist with accounts payables for the department

• Compiles and calculates Federal Reimbursable monthly claim submission for the school nutrition program

• Completes all Free and Reduced Application processes in accordance with federal, state, and local guidelines

• Supports free and reduced meal processing and maintains all required documentation for Free and Reduced application processes

• Completes Free and Reduced Verification process in accordance with USDA guidelines. 

• Assist with research and completion of all initial biannual and annual specifications and revisions.  

• Assist with bid preparations  and requests for proposals for solicitation according to federal, state, and local procurement rules

• Assists with data entry for Purchasing/Inventory  modules for nutrition software, including creating and revising all food item information, all purchase order and inventory information, all vendor information, and all bid specifications.

• Supports manager to ensure orders are accurate and complete for  food, produce, chemicals, paper supplies and USDA Commodities as requested by the managers according to the Annual Ordering Schedule

• Lends technical assistance to the managers as needed related to ordering and inventory management.

• Provides training to managers related to ordering and purchasing

• Assists in compiling and ordering small equipment for each school annually

• Assists  in updating the equipment inventory

• Verify receipt of USDA commodities as delivers are made to school sites

• Supervises the weekly audit of produce vendor invoices to verify pricing to the Fruit and Vegetable Market News price.  

• Contacts all vendors for credits and /or corrections as needed

• Assists with preparation of  bi-weekly  payroll for Payroll Department with extra hours worked, payouts, or employee additions; including substitute payroll

• Prepare invoices for all contracted meals (Frazier,  ECLC, Decatur REC, & Decatur Housing Authority) and for labor hours worked for catering  and other extra school activities other than SNP duties 

• Generates all purchase orders for all Food, Supply, Paper products and items not covered under the annual bid ( mostly office supplies and incidental purchases) for weekly POs.  Provide invoice copies to Finance Department for payment

• Collects food reward points for Nutrition promotions

• Reporting/review responsibilities to include: Process local reports for Director review and submission to the Finance Department. Review monthly budget report for accuracy. Facilitate data gathering for year-end reporting and annual audit.

• Attends training as requested by director; holds meetings and in-service sessions (at the director’s request)

• Serves as back-up cashier at the school sites at the direction of the Director. 

• Provides quality customer service for the purpose of maintaining an effective and efficient work environment

• Maintains confidentiality of records and information

• Follows all applicable safety rules

• Maintains regular and consistent attendance

• Performs organizational and clerical duties at the request of the director

SUPERVISORY RESPONSIBILITIES

• No supervisory responsibilities

MINIMUM QUALIFICATIONS

• Associates Degree in Finance, Accounting, or other related business field ( 1 year of similar experience may be substituted for 1 year of college)

• Two years of experience working in an accounting related field or similar role ( fund accounting, bookkeeping, or accounts payable)

• Experience in developing Excel Spreadsheets, constructing formulas for reports and data collection

• Working knowledge of of Microsoft Office

PREFERRED QUALIFICATIONS

• Bachelor's Degree in Business or Accounting

• School Nutrition Accounting and/or Bookkeeping prior experience

• Prior experience using CSI/Smartfusion Software and applications or other government accounting

system

PHYSICAL DEMANDS

• To perform the duties of this job, the employee is required to stand, walk, sit or hear. Lifting up to 30 pounds may be required on an occasional basis. The employee is occasionally required to stoop, kneel, crouch or crawl. Specific vision abilities required of this job include close vision and distance vision

COMPETENCIES NECESSARY TO DO THE JOB

• Ability to work competently with Microsoft Office Suite applications with emphasis on word processing and spreadsheets

• Ability to work well independently and as part of a team

• Strong communication skills (written and oral)

• Ability to manage time productively 

• Skilled with organization and possess the ability to handle multiple tasks

• Teaching and learning skills

• Ability to maintain emotional control under stress

• Ability to perform routine physical activities that are required to fulfill job responsibilities

EVALUATION 

• Performance of this job will be evaluated in accordance with the provisions of the Board’s policy on evaluation of classified personnel.