ADMINISTRATIVE ASSISTANT (FULL TIME)
About The Position
The Administrative Assistant provides clerical functions and administrative support for food service programs at Billings Public Schools. The role includes handling telephone inquiries, maintaining confidential personnel and student records, supporting staffing needs, and assisting with employment and labor relations documentation. It also involves financial and administrative processing, including recording sales and meal counts, reconciling deposits and vendor statements, processing invoices, preparing state reimbursement claims, and assisting with monthly financial reports. The schedule is Monday through Friday, 6:00 a.m. to 2:30 p.m., when school is in session. The position is based at Billings Public Schools in Billings, Montana. Periods without work may occur during school breaks; work may be available year-round at another location depending on business needs.
Requirements
- Prior administrative experience.
- Experience with Microsoft products, including Word, Excel, and PowerPoint.
- 10-key data entry skills.
- Social media experience.
Responsibilities
- Answer telephones and direct inquiries professionally and with a client-centric approach.
- Maintain confidential personnel files.
- Assist management staff with confidential employment and labor relations documents, including proposed disciplinary notices.
- Assist with staffing, including finding staff when employees call out on short notice.
- Maintain effective working relationships with co-workers, school personnel, administrators, students' parents, and the Supervisor.
- Complete and maintain accurate, up-to-date records of students eligible for free and reduced-price lunches, if applicable.
- Enter weekly cash sales and meal counts using a computer.
- Perform daily bank deposit reconciliation.
- Process vendor invoices for payment, verify arithmetic, and compare item prices against bid specifications to identify pricing discrepancies.
- Perform monthly vendor statement reconciliation.
- Prepare monthly state claim forms for reimbursement.
- Assist in preparing end-of-month financial reports.
- Attend in-service and/or safety meetings as required.
- Maintain a clean and safe work environment and perform work safely.
- Perform other duties as assigned.
Benefits
- Retirement Plan
- Associate Shopping Program
- Health and Wellness Programs
- Discount Marketplace
- Identity Theft Protection
- Pet Insurance
- Voluntary Benefits, including Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Legal Services, and Choice Auto and Home Program
- Medical
- Dental
- Vision
- Life Insurance/AD
- Disability Insurance
- Commuter Benefits
- Employee Assistance Program
- Flexible Spending Accounts (FSAs)
- Potential eligibility for paid and/or unpaid time off in accordance with applicable federal, state, and local laws
- Internal Employee Referral Bonus Available
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
