School Nutrition Procurement/Payroll/Free & Reduced Specialist na Alamance-Burlington Schools

POSITION PURPOSE:

The Procurement/Payroll/Free and Reduced Specialist is responsible for the procurement of all items purchase by the School Nutrition Department. This person must determine the correct method of procurement abiding by USDA procurement rules and regulations and keeping required documentation for auditing purposes. The specialist will create, issue and award yearly bids based on the regulations determined in the board approved procurement plan.  In addition to procurement, duties to include monthly reporting, performing technical bookkeeping and fiscal-clerical work in the School Nutrition Department.

The Procurement/Payroll Specialist/Free and Reduced Specialist is also responsible for maintaining personnel files related to payroll, leave and retirement programs; and answering inquiries pertaining to payroll programs. The Procurement/Payroll/Free and Reduced Specialist must review school site payrolls and edit as necessary; train and support school managers, and prepare and submit all necessary monthly payroll reports.

The Procurement/Payroll//Free and Reduced Specialist duties also performs intermediate administrative support work overseeing student eligibility for Free or Reduced- Price Meals, including all federal and state procedures, coordinating application processing, serving as the community liaison for the School Nutrition program, maintaining current income information for all recipients.

KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge of Federal, State and local laws and School System policies and procedures governing payroll administration
• Considerable knowledge of the employee benefits programs
• Considerable knowledge of accounting and office practices, methods and procedures used by the school district
• General knowledge of policies, procedures and regulations regarding: Payroll, Procurement and Student Eligibility
• Skill in preparing and maintaining payroll records, deductions and withholding reports through data processing means
• Ability to use a variety of common office machines, including a computer terminal, calculator and facsimile machine
• Ability to understand and apply laws, regulations and policies to the maintenance of financial records
• Ability to verify documents and forms for accuracy and completeness
• Ability to prepare standard payroll reports from the books and records
• Ability to communicate effectively orally and in writing
• Ability to understand and follow written and oral instructions
• Ability to explain payroll and related personnel matters to employees
• Ability to exercise independent judgment, discretion and confidentiality in handling confidential personnel records
• Ability to establish and maintain effective working relationships as necessitated by work assignments

EDUCATION, TRAINING, AND EXPERIENCE

• Graduation from high school supplemented by college-level course work in bookkeeping, business or accounting
• One (1) to two (2) years of experience in a school setting performing technical accounting or bookkeeping work, preferably dealing with School Nutrition payroll, procurement and Free and Reduced.
• Any equivalent combination of training and experience that provides the required combination of knowledge, skills and abilities to perform the job duties 

CERTIFICATION AND LICENSE REQUIREMENTS

• Must possess a valid driver’s license issued by the NC Department of Motor Vehicles

PREFERRED QUALIFICATIONS:

• Associate’s Degree or higher from an accredited institution in Accounting, Business Practices, technical accounting/finance work involving computer spreadsheet applications and analysis or other related areas or equivalent experiences in a School Nutrition setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Payroll:

• Reviews and approves payroll for all School Nutrition employees including Central Office
• Works with payroll and other departments when there are discrepancies.
• Trains and assists School Nutrition managers on how to review, make corrections on staff timesheets
• Prepare PAR reports (time and effort certification) as required by NCDPI

Procurement:

• Works with SN Director to ensure procurement activities meet local state and federal requirements
• Meets with vendors and manufacturer representatives to discuss/review new products and/or services and software
• Reviews all equipment specifications
• Procures all small wares and large equipment for School Nutrition
• Procures and oversees various work projects such as installations of new walk-in coolers and freezers and other various projects
• Exercise independent judgement and utilize discretion to respond quickly to daily equipment breakdowns/emergencies.
• Works closely with ABSS maintenance on repairs, equipment removal, etc
• Responsible for the disposition of equipment as needed, including the sale of equipment through auction sites such as Govdeals.com
• Works with DPI for approval of purchasing capitalized equipment.

Free and Reduced:

• Processes free and reduced-price meal applications by importing/entering information into eligibility software and generating notification letters.
• Certifies, matches and notifies directly certified families of eligibility status.
• Provides technical assistance to cafeteria managers regarding eligibility.
• Distributes meal applications to families and schools.
• Interacts with parents and guardians regarding free and reduced-price meal applications.
• Verifies income for eligibility purposes.
• Prepares and reports eligibility data as needed.
• Acts as liaison to various federal, state, and local agencies as well as district personnel regarding student eligibility.
• Researches student accounts for proper accounting and credit issues.
• Acts as district liaison for online eligibility application system.
• Coordinates special projects and events.
• Prepares meeting minutes.
• Procures and maintains inventory of various goods and services.
• Maintains Professional Standards records for employees.
• Coordinates various outreach efforts such as phone announcement scripts, social media, website, publications, and forms.
• Serves as backup for various department tasks.
• Other duties as assigned by Director.

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.