System Administrative Assistant II - School Nutrition Program

NOTE: Previous candidates are not required to reapply.

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NEWTON COUNTY SCHOOL SYSTEM – Spirit, Pride, Excellence

Job Title:

System Administrative Assistant II – SNP

Pay Grade:

9

Reports To:

Director of School Nutrition

Days/Months:

230 days

Department:

School Nutrition

Classification:

Non-Exempt

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PRIMARY PURPOSE:

To perform a wide variety of responsible secretarial and routine administrative duties in support of the School Nutrition Program (SNP).

MINIMUM QUALIFICATIONS:

1. Education/Certification - High school diploma and/or GED required. Bachelor of Arts or Science degree preferred (e.g., Business, Accounting, English, Computer Science, etc....). One-year experience clerical/secretarial experience in administering office procedures preferred. One-year experience in school nutrition and/or the food and nutrition industry preferred.
2. Proficient in Microsoft Office Suite required. Type 50 wpm. Proficient in use of popular social media platforms (e.g., Twitter, Facebook, Google, etc…) preferred.
3. Physical Demands:
   • Be able to sit and work on computer data entry most of the day.
   • Lift and carry twenty (20) to thirty (30) pounds
   • Push or pull the same weight amounts
   • Frequent bending and stooping

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to work independently and maintain confidentiality
• Preferred thorough knowledge of SNP regulatory procedures including federal guidelines, school district procedures, and state or local health regulations
• Ability to work as a team in a collaborative environment with all SNP and school-based staff
• Excellent computer skills. Intermediary knowledge of Microsoft Office Suite required.
• Excellent written and oral communication and organizational skills
• Excellent customer service skills
• Professional appearance, attitude and demeanor

DESCRIPTION OF DUTIES:

• Perform general clerical duties such as composing and typing routine correspondence, creating and typing reports, and data entry for all SNP central office staff
• Serve as a resource for SNP Managers including
  • Maintains monthly calendar duties and/or deadlines
  • Review, consolidate and process all school based SNP food and supply orders and add on orders using SNP back of the house OneSource software after verification that each school has submitted an order. This may include DOD/FFAVORS orders when USDA funding is available for produce.
  • Maintains and assists with the development and management of inventory records
  • Maintains employee professional learning records and health inspection scores in applicable software and/or website
  • Facilitating the maintenance of the departmental emergency and employee contact list.
• Assist central office staff with:
  • General mailings to the schools
  • Distribution of promotional items to schools
  • Copying handouts, agendas and training materials
  • Ordering supplies for office and trainings
  • Assembling notebooks when needed
  • Scheduling and setup of training/meeting rooms
  • Providing sign-in sheets/rosters
  • Creating and managing Central Office Outlook calendars
• Answer the telephone and greet visitors professionally; handle all assigned duties in a professional manner.
• Create and maintain department files and records with accuracy and confidentiality; route and/or store files as directed and needed. These files include but are not limited to personnel files, vendor files and vendor complaint files.
• Assist with development of SNP forms and maintain current forms database on SharePoint.
• After purchase order numbers are issued in NCSS financial software, place orders and monitor delivery as needed
• Enter work orders in Facilities maintenance software for Central Office and serve as the liaison between all schools and the Maintenance Department for work order updates and completion
• Complete all Human Resources administrative duties as assigned including:
  • Filing of sensitive material
  • Reviewing FMLA and Workers’ Comp forms for completion before submitting to Human Resources
  • Acting as the liaison between SNP staff and BOE for FMLA and Workers’ Comp needs
  • Creation and composition of interview packets and new hire orientation material
  • Work in collaboration with Shared Leadership to assist with posting job openings and contacting candidates for SNP positions
• Works as the liaison between SNP and vendors by developing and communicating delivery schedules and monitoring product quality assurance issues
• Maintains records and updates the Semi-Annual Federal Certification for all SNP employees including substitute employee
• Attends and participates in approved training sessions, professional learning activities, and required meetings as assigned
• Operates, maintains and handles all routine maintenance issues for applicable office machines- shredder, copy machine, etc...
• Keeps office supply room and copy room clean and organized
• Pick up mail and distribute to staff and arrange for district-level staff to pick-up applicable mail
• Work in collaboration with Shared Leadership to assist in arranging uniform fittings and order uniforms for all staff
• Participate in contingency planning including, but not limited to cross-training as it relates to various SNP Central Office duties (e.g., Free and Reduced application processing, etc…
• Perform all duties as assigned by supervisor/coordinators effectively and efficiently.