Part Time Staff Secretary - Child Nutrition

Assumption Parish Schools•Napoleonville, LA

46d

About The Position

QUALIFICATION REQUIREMENTS: High School diploma or its equivalent; degree or its equivalent from a certified university, business, or vocational school preferred; knowledge of modern office practices and a working knowledge of computers, to include proficiency in typing, spelling and grammar; good communication skills; five years of experience in which clerical work was the major duty. REPORTS TO: Child Nutrition Coordinator FLSA STATUS: Non-Exempt TERMS OF EMPLOYMENT: 5 hours a days METHOD OF EVALUATION: District level evaluation. PERFORMANCE RESPONSIBILITIES DAILY Review and process Free/Reduced Meal Applications Enter requisitions as needed Answer phone calls and help appropriately Assist parents that come into the office with meal applications Enter all work orders for cafeterias into the Maintenance Work Order system Perform any upgrades that may be available through Heartland Solutions (MCS) Use "VNC" to view managers computer screen to help with issues Order parts as needed for maintenance to fix equipment Put in Executive Recommendations as needed Sort through all mail received for CNP Maintain an accurate regular filing system and process incoming correspondence as instructed Order and maintain supplies as needed if applicable Compile and type reports of various kinds in a timely manner Operate office machines efficiently Enter pertinent data into the computer Schedule appointments and arrange and confirm meetings with the supervisor/manager Assist CNP Coordinator in adhering to schedules, deadlines, appointments, plans, etc. Maintain confidential and general departmental files and records Assist CNP Coordinator & Field Manager as requested WEEKLY Review and enter employees' timesheets into Absence Request spreadsheet File paperwork MONTHLY Check all invoices received and compare to monthly statement for each vendor for individual schools Code & enter all cafeteria invoices (enter into Pentamation) Request budget adjustments as needed from Business Department when entering invoices Creating Head Start invoices and posting Head Start Payments Prepare Extra Sales Report Compare Deposit slips & Recaps to Reconcile Bank Statement from accounting (CO) Prepare Commodity Invoice (storage fees) Prepare CEP Claims Worksheet for LDOE Prepare Meal Reimbursement Claims - Due by the 10th of every month for Prior month Prepare Direct Certification Reports (Export & Import) SEMI-ANNUALLY Prepare CNP Personnel Activity Reports (December & June) ANNUALLY Board of Health Inspections Report due to State CNP website. Assist CNP Coordinator with bids (food, milk, paper & cleaning supplies) Request Summer Preventative Maintenance quotes (coolers/freezers) Process requested refunds for meal accounts & take money off of students' accounts by doing a "correction" in Newton Request for Quotes for Free/ Reduced Applications. After receiving 3 printed samples of the app, call Heartland to zone the application Perform EOY (End of Year) rollover through Heartland (MCS Software) Perform BOY (Beginning of Year) rollover through Heartland (MCS Software) and update Meal Prices, extra sales, etc. Figure percentages served by school Create and send out Newspaper advertisements for: F/R Lunch Application Public Release CEP Media Release Whenever 1st Direct Certification list is received, import into Franklin. Print letters for schools not in CEP Title I Report is due to Central Office. Use Oct 1st numbers. Instructions are in small CNP notebook Verification process begins Oct 1st. 1st letter (Initial letter), 2nd letter (warning letter) & 3rd letter (final letter; include how to Appeal) Verification process ends Nov 15th. (Results must be entered on the State CNP website by Jan 10th.) SUMMER Create CNP new school year calendar for Managers Create new files and update forms, spreadsheets, etc. Order supplies (office & small equipment) and distribute to café managers Assist CNP Coordinator and Field Manager with creating training materials for cafeteria employees OTHER Assist in preparing for State Review - every 3 years Assist in preparing for USDA Site Review - every 3 years Perform all other job duties assigned by immediate supervisor or Superintendent PROFESSIONAL RESPONSIBILITIES: ATTENDANCE, PUNCTUALITY, AND SAFETY Adhere to district guidelines relative to attendance. Clock in/out on district timeclock and utilize time when appropriate. Employees are to notify their supervisors as early as possible about scheduling time off from work (e.g. doctor's appointment, personal days etc.), whether paid or unpaid. Regularly report to work on time and adhere to their workplace schedule. Work additional hours assigned (i.e. faculty meeting, cluster meetings, professional development etc.) Attend and constructively participate in meetings and professional development activities. Use active listening skills and accept and recognize the value of the contribution of others. Complete tasks in a safe manner as prescribed by the Safety Department or by the employee's profession/craft. Report any unsafe conditions or any incidents of injury or damage immediately to the appropriate official. Maintain a neat and orderly work environment. Dress appropriately for the job assigned and in compliance with state law and Board policy GAMB Employee Dress Code. Display employee ID tag at all times on duty. Comply with policies on GAMA Employee Tobacco Use, Drug-Free Workplace, and use of cell phones when on duty. Assist in any safe schools' procedures and protocols. Including, but not limited to sanitizing classroom/work area high frequency contact points. PROFESSIONALISM AND COMMUNICATION Maintain the confidentiality of all School Board business by refraining from accessing, discussing, or disclosing anything outside the scope of employment unless authorized by immediate supervisor. Timely and accurately complete/compile data and submit all records, reports or other documents required by state or federal law, the United States or Louisiana Departments of Education, the Board's central office, or other entities; (if applicable) Complete tasks, reports, and documents accurately according to specified timelines and expectations. Observe professional ethics as prescribed by the employee's profession/craft and in accordance with state law and board policy (Policy GAIB/Policy GBJ) Establish and maintain a harmonious working relationship with staff members, administrators, co-workers, teachers, parents, and the general public. Treat all stakeholders in a respectful and helpful manner. Work and cooperate with the entire staff and exhibit a caring, positive attitude towards others. Use verbal and non-verbal communication in a respectful manner. Adhere to high standards of professionalism and encourage professional growth. Fulfill the requirements of the position in an honest manner. Maintain communication with your immediate supervisor, keeping him/her informed of problems, concerns, and significant developments. Identify problems and issues and work collaboratively to contribute ideas and find solutions. Demonstrate skills to receive and give constructive feedback. Adhere to Board policies and procedures and administrative rules, guidelines, and regulations. Adhere to ethical, legal, and professional standards. Refrain from conduct which calls into question the Employee's integrity and that of the Assumption Parish School System. (Including, but not limited to, Policy EFAA/Policy IFBGA) Cooperate with building and district staff in planning and evaluation. Apply laws, policies, regulations, and procedures fairly, consistently, wisely, and compassionately. Understand and interpret written and verbal instructions from immediate supervisor and give clear written and oral instructions to others as required. Provide and participate in virtual lessons/meetings and virtual/digital teaching in a professional manner. Follow the chain of command for various administrative procedures. Follow directives as assigned by your supervisor. Domains with () denotes non-instructional indicators. Deficiencies in these areas shall not be subject to a plan of intensive assistance. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, walk, speak, hear and sometimes sit. Occasionally the employee will bend or twist at the neck more than the average person. While performing the duties of this job, the employee may occasionally push or lift up to 50 lbs. such as boxes of books and AV/VCR carts. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus. WORK ENVIRONMENT: The work environment described here is representative of which an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is frequently exposed to a noise level in the work environment which is moderate to loud.

Requirements

High School diploma or its equivalent
knowledge of modern office practices and a working knowledge of computers, to include proficiency in typing, spelling and grammar
good communication skills
five years of experience in which clerical work was the major duty

Nice To Haves

degree or its equivalent from a certified university, business, or vocational school preferred

Responsibilities

Review and process Free/Reduced Meal Applications
Enter requisitions as needed
Answer phone calls and help appropriately
Assist parents that come into the office with meal applications
Enter all work orders for cafeterias into the Maintenance Work Order system
Perform any upgrades that may be available through Heartland Solutions (MCS)
Use "VNC" to view managers computer screen to help with issues
Order parts as needed for maintenance to fix equipment
Put in Executive Recommendations as needed
Sort through all mail received for CNP
Maintain an accurate regular filing system and process incoming correspondence as instructed
Order and maintain supplies as needed if applicable
Compile and type reports of various kinds in a timely manner
Operate office machines efficiently
Enter pertinent data into the computer
Schedule appointments and arrange and confirm meetings with the supervisor/manager
Assist CNP Coordinator in adhering to schedules, deadlines, appointments, plans, etc.
Maintain confidential and general departmental files and records
Assist CNP Coordinator & Field Manager as requested
Review and enter employees' timesheets into Absence Request spreadsheet
File paperwork
Check all invoices received and compare to monthly statement for each vendor for individual schools
Code & enter all cafeteria invoices (enter into Pentamation)
Request budget adjustments as needed from Business Department when entering invoices
Creating Head Start invoices and posting Head Start Payments
Prepare Extra Sales Report
Compare Deposit slips & Recaps to Reconcile Bank Statement from accounting (CO)
Prepare Commodity Invoice (storage fees)
Prepare CEP Claims Worksheet for LDOE
Prepare Meal Reimbursement Claims - Due by the 10th of every month for Prior month
Prepare Direct Certification Reports (Export & Import)
Prepare CNP Personnel Activity Reports (December & June)
Board of Health Inspections Report due to State CNP website.
Assist CNP Coordinator with bids (food, milk, paper & cleaning supplies)
Request Summer Preventative Maintenance quotes (coolers/freezers)
Process requested refunds for meal accounts & take money off of students' accounts by doing a "correction" in Newton
Request for Quotes for Free/ Reduced Applications. After receiving 3 printed samples of the app, call Heartland to zone the application
Perform EOY (End of Year) rollover through Heartland (MCS Software)
Perform BOY (Beginning of Year) rollover through Heartland (MCS Software) and update Meal Prices, extra sales, etc.
Figure percentages served by school
Create and send out Newspaper advertisements for: F/R Lunch Application, Public Release, CEP Media Release
Whenever 1st Direct Certification list is received, import into Franklin. Print letters for schools not in CEP
Title I Report is due to Central Office. Use Oct 1st numbers. Instructions are in small CNP notebook
Verification process begins Oct 1st. 1st letter (Initial letter), 2nd letter (warning letter) & 3rd letter (final letter; include how to Appeal)
Verification process ends Nov 15th. (Results must be entered on the State CNP website by Jan 10th.)
Create CNP new school year calendar for Managers
Create new files and update forms, spreadsheets, etc.
Order supplies (office & small equipment) and distribute to café managers
Assist CNP Coordinator and Field Manager with creating training materials for cafeteria employees
Assist in preparing for State Review - every 3 years
Assist in preparing for USDA Site Review - every 3 years
Perform all other job duties assigned by immediate supervisor or Superintendent
Adhere to district guidelines relative to attendance.
Clock in/out on district timeclock and utilize time when appropriate.
Notify supervisors as early as possible about scheduling time off from work
Regularly report to work on time and adhere to their workplace schedule.
Work additional hours assigned
Attend and constructively participate in meetings and professional development activities.
Complete tasks in a safe manner as prescribed by the Safety Department or by the employee's profession/craft.
Report any unsafe conditions or any incidents of injury or damage immediately to the appropriate official.
Maintain a neat and orderly work environment.
Dress appropriately for the job assigned and in compliance with state law and Board policy GAMB Employee Dress Code.
Display employee ID tag at all times on duty.
Comply with policies on GAMA Employee Tobacco Use, Drug-Free Workplace, and use of cell phones when on duty.
Assist in any safe schools' procedures and protocols.
Maintain the confidentiality of all School Board business
Timely and accurately complete/compile data and submit all records, reports or other documents required by state or federal law
Observe professional ethics as prescribed by the employee's profession/craft and in accordance with state law and board policy
Establish and maintain a harmonious working relationship with staff members, administrators, co-workers, teachers, parents, and the general public.
Adhere to high standards of professionalism and encourage professional growth.
Maintain communication with your immediate supervisor, keeping him/her informed of problems, concerns, and significant developments.
Adhere to Board policies and procedures and administrative rules, guidelines, and regulations.
Cooperate with building and district staff in planning and evaluation.
Apply laws, policies, regulations, and procedures fairly, consistently, wisely, and compassionately.
Understand and interpret written and verbal instructions from immediate supervisor and give clear written and oral instructions to others as required.
Provide and participate in virtual lessons/meetings and virtual/digital teaching in a professional manner.
Follow the chain of command for various administrative procedures.
Follow directives as assigned by your supervisor.