Food Service Administrative Assistant chez El Dorado Public Schools

Food Service Administrative Assistant

Reports to: Food Service Director

Wage/Hour Status: Non-exempt

Length of Contract: 7 hour day/ 240 days

Daily Rate: $122.07 - $132.07

PRIMARY PURPOSE: The Food Service Administrative Assistant must have knowledge of office organization and set-up. They must possess the ability to work independently in our office setting as well as collaboratively with kitchen managers, school staff, vendors, software consultants and the Arkansas Department of Education. This position will also verify and maintain all material needed for compliance with the USDA’s requirement for use of the federal food program.

QUALIFICATIONS: 

Education/Certification: High school diploma or equivalent.

Special Knowledge/Skills: 

Accurate bookkeeping

Familiarity with Child Nutrition

Ability to identify discrepancies in data

Preferred Knowledge/Skills:

Associates in business or related fields.

Knowledge of Google Suite

Knowledge of Excel

Knowledge of HealthePro

Knowledge of a Point of Sale system

Knowledge of TimeClock

Experience:

Three years of experience or more.

MAJOR RESPONSIBILITIES AND DUTIES: 

Organize and maintain recordkeeping and bookkeeping for the Food Service department.

Annually

• Distribute, collect and record meal status forms for all campus locations. Enter/update status in Point of Sale (POS) system.
• Prepare and distribute beginning of school information for students and parents to the school secretaries
• Prepare and distribute the beginning of school packets for the staff: Welcome letter, handbook, calendars
• Maintain the staff payment agreement forms and enter any new staff for a lunch code and charging privileges.
• Collect and store Child Nutrition labels for audit
• Collect and store Smart Snack labels for audit

Semi-annually

• Verify staff charge amounts and share with certified and classified payroll clerks January, June.

Quarterly

• Download, match and update the Direct Certification report and collaborate with Federal Funds position, August, September, October, January

Monthly

• Verify the information for our the monthly claim
• Process all accounts payable monthly
• Schedule breakfast for Wellness Committee meeting and have it delivered to the TAC house
• Process all accounts payable
• Create invoices for catering and individual school purchases
• Publish the menus
• Enter staff training hours into spreadsheet
• Update vendor product numbers and bid pricing for HealthePro

Weekly

• Update POS with student meal status 
• Enter deposit slips into the POS system
• Update teacher payment and charges from mypaymentsplus.com
• Manage adult payment agreements and assign lunch codes for adults.
• Find substitution product numbers for managers when they are ordering.
• Place online orders if needed.

Daily

• Audit POS entries from schools for correct record-keeping and communicate discrepancies with the kitchen manager
• Verify and enter time corrections for staff in payroll software
• Enter and track meal counts for Retta Brown and Murmil
• Update and maintain Shared manager’s drive with cafeteria manager resources
• Schedule substitutes for staff absences
• Create and post content for the Cafeteria Facebook page. 
• Receive phone calls, take detailed notes and distribute needs appropriately.
• Troubleshoot software system issues with managers using Team Viewer.