Administrative Assistant - Child Nutrition - Public School of North Carolina : Job Details

Position Title Administrative Assistant - Child Nutrition

School/Department Child Nutrition

Location Central Office

FLSA STATUS Exempt

Work Week Schedule Monday - Friday

Work Hours 7:30 AM - 4:30 PM; occasional evenings and weekends

Months/YR 12

GENERAL STATEMENT OF JOB

To process and prepare all Accounting and Financial Data for School Nutrition.

Monitors, analyzes and reports financial information to assist Director in decision

making

SUPERVISORY RELATIONSHIPS

Will report directly to the School Nutrition Director, Assistant Director, Administrative

Supervisor, or designee (Supervisors)

Coordinates responsibilities of the Accounts Payable clerk

ESSENTIAL JOB FUNCTIONS

Must be able to work in a detailed, accurate, computerized environment that includes

general ledger, accounts receivable, accounts payable, inventory, payroll, and fixed

assets

Ensure purchase orders and invoices are processed with a high level of accuracy

Oversee the process and preparation of invoices and checks by the Accounts Payable

clerk

Prepare monthly financial reports and claims for USDA reimbursement

Prepare statistical reports for labor hours earned

Generate specialized reports such as Income & Expenses, Trial Balance

Involvement in Budget process with responsibility for analysis

Provide data that may be needed for the process and preparation of the Annual

application and other updates to DPI as needed

Responsible for Quarterly FC-1A Reports

Responsible for Yearly FC-4A Report

Responsible for student Free/Reduced Applications to include direct certification and

verification processes

Maintain records of fixed assets in all school cafeterias and SN office, including

acquisitions, retirements, and transfer. Prepare depreciation reports and balance

acquisitions with general ledger

Transfer inventory records and prepare ending inventory reports for all school cafeterias

Responsible for journal entries and accuracy of certain general ledger accounts

Attend managers' meetings, handles clerical tasks and instruction as necessary

Performs other duties as assigned by School Nutrition Director, Assistant Director or

Administrative Supervisor

MINIMUM TRAINING AND EXPERIENCE

Bachelors Degree and 3-5 years of experience in the field or Associates Degree in

Accounting and equivalent experience or a combination of education and experience that

demonstrates competency in job responsibilities

Must be able to work at a high level of accuracy

in addition, have understanding of complete accounting process

Extensive computer, spreadsheet and data base knowledge required

Proficiency in MS Excel, specifically Pivot Tables and VLookups

Familiarity with standard concept and practices of School Nutrition programs would be

an asset

Communication with administration, managers, vendors, parents, and auditors must be

done effectively

Interpersonal Communications

Requires the ability to speak and/or signal to people to convey or exchange information

Intelligence

Requires the ability to apply common sense understanding to carry out

instructions furnished in written, oral or diagrammatic form, which includes a wide

degree of creativity

Verbal Aptitude

Requires the ability to record and deliver information, to follow written and oral instructions.

Applicant must be able to communicate effectively and efficiently in Standard English

Numerical Aptitude

Requires the ability to add, subtract, multiply, and divide

Motor Coordination

Requires the ability to coordinate the eyes and hands to use a keyboard

Interpersonal Temperament

Requires the ability to deal with people and receive instructions

Applicant must be adaptable to performing under minimal to moderate levels of stress

Physical Communication

Requires the ability to talk and listen

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of advanced accounting clerical methods

Ability to effectively communicate with administration, managers, vendors, parents, and

auditors

Ability to work in a detailed, accurate, computerized environment that includes general

ledger, accounts receivable, accounts payable, inventory, payroll, and fixed assets

WORK ENVIRONMENT

Must be able to work in office and public-school environments, and come into direct contact

with staff and students

Travel is required to schools and Central Services offices

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

VERSION DATE(S) 11/21/2023