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Child Nutrition Program Bookkeeper/Secretary

1 month ago

Lenoir, United States Caldwell County Schools Full time
Child Nutrition Program

Bookkeeper/Secretary

KNOWLEDGE, SKILLS AND ABILITIES:

Considerable knowledge of the principles and practices of bookkeeping and the ability to apply this knowledge to work situations. Has considerable knowledge of the laws, rules, and regulations controlling budgets, internal record-keeping activities, and contract procedures. Ability to keep complex records, to assemble and organize data, and to prepare reports from such records. Ability to express oneself clearly and concisely, orally and in writing. Ability to operate a calculator and other standard office machines. Knowledge of computers and their operation and ability to use designated software, i.e. Excel, Word, etc.

DIRECTLY RESPONSIBLE TO:

The Child Nutrition Director; may receive assignments from senior support personnel as required.

SUPERVISION OVER:

None; however, the secretary may assign work and provide technical direction to managers, drivers/warehousemen, and other support staff.

DUTIES AND RESPONSIBILITIES:

Take independent action in completing duties by assigned dates. The main responsibilities include submitting claims for reimbursement, bank reconciliation, accuclaim edits, purchase orders, payroll, professional development, new employee hires, employee personnel files, catering, and fixed assets. Establish effective office procedures and systems. Organize office workflow to meet deadlines.

Recordkeeping / Database Management

Responsible for implementing and maintaining accurate recordkeeping systems; develop and track records for food and supplies; use both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information; complete forms which include purchase orders, online supply orders, timesheets, evaluation forms, meal applications and other related forms; create and maintain files on all purchase orders, verify receipt of material against packing slips and invoices for payment to vendors; keep records for budgets up to date, and other related documents as needed.

Document Preparation

Prepare, create, and compose letters, reports, bids, and other documents for the school system; answer routine correspondence for the administrator; prepare documents from rough draft; notes, recordings, or oral instructions; prepare reports from confidential records; operate computer and standard office equipment; may provide technical computer support to staff.

Communication/Customer Service

Act as liaison between the school system, sites, and the general public by conveying information concerning rules, regulations, policies, and laws; greet and direct visitors; address standard inquiries by letter, phone, e-mail, fax, or personal contact; maintain internal communication system ensuring support personnel are kept informed of needed information; coordinates the transfer of information between site/program and outside agencies and districts; assist students and parents/guardians by explaining school site requirements; communicate as necessary with supervisor; maintain confidentiality of records or information about staff, parents, and students. Able to negotiate the best price with suppliers.

Physical Requirements

Incorporated within one or more of the typical examples of this position are the following physical requirements:
  1. Ability to see for purposes of reading instructions, labels, and other printed matter and the safe operation of equipment.
  2. Ability to hear and understand speech at normal levels in person or on the telephone.
  3. Ability to communicate so others can clearly understand a normal conversation in person or on the telephone.
  4. Ability to operate a computer, calculator, copy machine, telephone, and other office equipment safely and efficiently.
  5. Ability to routinely lift/carry office supplies and printed materials weighing up to 25 pounds.


Working Conditions

Office working environment subjects to sitting at a desk or standing at a counter for long periods, bending, and accessing files from ground level to 4.5 feet above the ground, pushing/pulling file drawers, reaching in all directions, and working at a computer or telephone for prolonged periods.

Assist in catering functions.

Able and willing to help in schools when needed.

Follow attendance, punctuality, and proper dress rules.

Demonstrate initiative in the performance of assigned responsibilities.

Participate successfully in the training programs offered to increase skill and proficiency related to assignments.

Keep the supervisor informed of potential problems or unusual events.

Respond to inquiries and concerns promptly.

Exhibit interpersonal skills to work as an effective team member.

Demonstrate support for the school system and its goals and priorities.

Demonstrate initiative in identifying potential problems or opportunities for improvement.

Perform other tasks consistent with the goals and objectives of this position.

Terms of Employment

Salary shall be paid consistent with the Caldwell County Schools salary schedule. This position is 12 months, 5 days a week, 8 hours per day.

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