Job Summary The Food Servce Secretary provides administrative, clerical, financial, and compliance support to the Manager of Food Service and the district's Food Services Department. This 10-month position (August through June) supports the daily operation of the district's child nutrition programs, including free and reduced meal eligibility, federal and state meal claims and billing, procurement and commodity ordering, HACCP and food-safety compliance, inventory and equipment coordination, personnel and payroll support, and menu and marketing communications. Because departmental workload follows the school-year cycle, with peak demand at the opening and close of the year, this position balances recurring monthly responsibilities with seasonal tasks to ensure continuity of operations, regulatory compliance, and efficient food service across all schools. Accountability Shall be directly responsible to the Manager of Food Service. The Superintendent of Schools, or designee, retains the authority to temporarily or on an ongoing basis reassign this position, in whole or in part, to other departments to meet district-wide operational needs. Duties Office & Clerical Support
Answers incoming phone calls and distributes departmental mail.
Maintains staff directories.
Free & Reduced Meal Eligibility and Records
Orders and distributes free and reduced meal application forms to all schools at the start ofeach school year.
Maintains free, reduced, and denied eligibility files; creates new files for each school year androtates and archives files at year-end.
Sends end-of-year e-blasts to parents regarding refunds; processes meal-account refunds andtransfers.
Meal Program Compliance, Claims & Billing
Files monthly federal meal claims and prepares monthly billing for federal, state, Head Start, and HFC programs.Conducts monthly site visits to schools to monitor state and USDA program compliance and to support cafeteria operations.Prepares monthly reports for the Manager and end-of-month reports for the Business Office; verifies and submits bills to accounting on a weekly basis.Prepares required program reports and documents, including the annual excess-spend report to the Superintendent, Board HFC vote documents, and materials for compliance audits and reporting.
Food Safety & HACCP Compliance
Reviews, updates, and maintains HACCP logs and food-safety compliance materials; monitorscompliance and documents corrective actions.
Coordinates and tracks Qualified Food Operator (QFO) certification, status, hours worked, andrelated compliance records.
Conducts site inspections and kitchen safety reviews.
Procurement, Commodities & Bids
Prepares all requisitions and conversions for purchase orders; creates blanket purchase ordersfor vendors.
Acts as “Gatekeeper of Orders,” coordinating and verifying weekly food and supply ordersacross schools.
Places and manages weekly USDA commodity orders.
Prepares bids for the coming year and sorts bids for award; coordinates uniform orders.
Inventory, Equipment & Facilities
Verifies monthly inventory and manages inter-school transfers; conducts mid-year and year-endinventory audits. Familar with Mosaic POS and BOH systems or ability to learn this systems.Maintains direct communication with commercial kitchen vendors and coordinates equipmentrepair, preventive maintenance, scheduling, and replacement.
Financial Recordkeeping
Prepares bank deposits and reconciles petty cash records.
Assists with budget monitoring, the mid-year budget audit, and year-end budget close-out.
Personnel & HR Support
Prepares personnel folders for new hires; schedules interviews and coordinates onboarding,pre-service trainings, manager meetings, and mid-year staff trainings.
Maintains personnel and compliance files; prepares seniority, wage-step, longevity, pension,and hours-worked documentation for Payroll and Human Resources.
Prepares QFO payment and 401A lists; supports insurance open-enrollment compliance;distributes and tracks staff evaluations.
Assists with spring and summer staffing planning and processes resignations.
Menus, Marketing & Communications
Converts menus to text and posts them to the district website.
Prepares seasonal marketing flyers and promotional materials; finalizes menu and orderstructure for the coming school year.
Year-End Close-Out & Records Management
Archives year-end records and reports and closes out budget, inventory, and personneldocumentation for the fiscal year.
Updates district forms and file structures in preparation for the coming school year.
Other Responsibilities
Performs other activities, duties, and special projects as assigned by the Manager of Food Service or the Superintendent of Schools that support the operations of the Food Services Department or the district.
Qualifications
Required Qualifications
High school diploma; associate’s degree or food-service/business coursework preferred) and any required or preferred food-safety certification, such as Qualified Food Operator (QFO), ServSafe, or HACCP.
Knowledge of federal and state child nutrition programs (e.g., National School Lunch and SchoolBreakfast Programs), USDA regulations, and meal-claim and reimbursement procedures, or theability to learn them quickly.
Knowledge of HACCP food-safety standards and Qualified Food Operator (QFO) requirements,or the ability to obtain relevant certification.
Computer literacy in Microsoft Office (Word, Excel) and database applications; workingknowledge of, or ability to learn, the district’s accounting and financial, point-of-sale and meal-eligibility, and menu and nutrition systems, or comparable systems.
Basic understanding of budgeting, purchasing, billing, and financial recordkeeping principles, orability to learn quickly.
Strong organizational skills and the ability to manage multiple priorities and deadlines withattention to detail and accuracy.
Excellent phone communication and interpersonal skills; ability to communicate effectively withstaff, vendors, families, and school personnel.
Ability to maintain strict confidentiality regarding personnel, eligibility, and financialinformation.
Ability to work independently and collaboratively across schools and departments.
Knowledge of school district operations.
Physical Requirements
Ability to sit for extended periods while performing computer and phone-based work.
Ability to stand, walk, bend, and reach during school and kitchen site visits and while filing orretrieving records.
Ability to travel among district schools and commercial kitchen sites.
Ability to occasionally lift and carry items up to 40 lbs. (e.g., food, supplies, commoditydeliveries, files, and event materials).
Ability to operate standard office equipment, including computer, telephone, and mailequipment.
Reasonable accommodations may be made to enable individuals with disabilities to performessential functions.
Salary and benefits per TASS contract. Position is 10-month (August through June), Wage Group III, 8 per day.
Pay: Up to $26.94 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
