26-27 SY Student Nutrition Administrative Assistant

Student Nutrition - Administrative Assistant

BEGINNING DATE: 26-27 SY

SALARY SCHEDULE: GRADE 30 /STEP 1

TERMS OF EMPLOYMENT: 240

APPLICATION:

• IN-DISTRICT: Letter of interest through Applicant Tracking website
• OUT-OF DISTRICT: Complete an application through the Applicant Tracking website

APPLICATION DEADLINE: Until filled

Job Summary:

Ensure accounting principles and practices are monitored and aligned with federal, state, and district policies, procedures, schedules, and timelines. Conduct research, analyze, and summarize financial data to ensure compliance with procurement regulations.

Perform a variety of accounting and auditing functions while maintaining and utilizing district software (iVisions). Collaborate closely with the Director of Student Nutrition to manage student data and ensure compliance with requirements established by the USDA Food and Nutrition Service (FNS), the New Mexico Public Education Department (NMPED), and Deming Public Schools.

Assist with coordinating assignments, projects, and operational needs for the Director of Student Nutrition

Financial & Accounting Functions

• Maintain and utilize district financial software (iVisions).
• Prepare daily, monthly, and annual purchase requisitions.
• Process departmental invoices using appropriate state line-item codes.
• Maintain and balance all departmental budgets.
• Manage the full purchasing cycle, including:
• Identifying correct account strings
• Processing requisitions
• Verifying invoices
• Balance and verify monthly billing statements.
• Obtain vendor quotes in accordance with federal, state, and district procurement regulations.
• Deposit vendor payments and reconcile records.
• Bill external entities for services (e.g., Head Start meal programs).

Program Compliance & Reporting

• Prepare and submit required monthly invoices and documentation for:
• Fresh Fruit and Vegetable Program (FFVP)
• NM Grown Program
• Maintain accurate student meal count records for all sites.
• Conduct PED Daily Edit Checks to ensure meals are not over-claimed.
• Maintain records for sack lunches and meal cancellations.
• Gather and manage Direct Certification data from NOVA in compliance with USDA and PED regulations.
• Maintain and update student eligibility status within Infinite Campus to align with NMPED Direct Certification lists.
• Prepare documentation and records for federal, state, and district audits.

Operations & Inventory Management

• Receive and verify all departmental purchases for:
• Accuracy
• Quality control
• Asset tracking
• Inventories and receives all departmental purchases to ensure order accuracy, quality control, and proper asset tracking upon delivery.
• Order kitchen equipment and supplies.
• Coordinate maintenance and service requests for:
• Vehicles
• Refrigeration equipment (refrigerators/freezers)
• Submit work orders as needed.
• Maintain meal service schedules (breakfast and lunch) across all sites.

Administrative Support & Communication

• Communicate effectively with vendors and district personnel.
• Receive and relay telephone and in-person messages.
• Schedule meetings and coordinate logistics as needed.
• Assist with travel arrangements for job-related training.
• Support departmental operations as directed by the Director of Student Nutrition.
• Able to attend job-related meetings and seminars that may be out-of-town, requiring irregular hours and reliable reporting back to supervisor.
• Performs additional tasks and responsibilities as requested by the Director of Student Nutrition to support departmental and district operations.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions

KNOWLEDGE OF:

• Student Nutrition Department functions and operations
• District policies and procedures
• Procurement regulations (federal, state, district)
• Budget management and financial tracking
• Modern office procedures and equipment
• Recordkeeping and filing systems
• Microsoft Office Suite (Excel, Word, Outlook)
• District software systems (iVisions, Infinite Campus preferred)
• Proper grammar, punctuation, and professional communication
• Telephone etiquette and interpersonal communication

ABILITY TO:

• Perform accounting, clerical, and administrative duties with accuracy
• Interpret and follow written and verbal instructions
• Meet deadlines and manage multiple priorities
• Prepare reports, correspondence, and documentation
• Maintain organized records and retrieve information efficiently
• Work independently with minimal supervision
• Communicate effectively both verbally and in writing
• Maintain confidentiality of sensitive information
• Collaborate effectively with staff, vendors, and stakeholders
• Operate standard office equipment and software
• Able to work in an atmosphere that may at times become hectic and stressful

EDUCATION AND EXPERIENCE:

• High School Diploma or GED required
• Minimum of one (1) year of related experience, preferably in a school district or finance office environment

LANGUAGE SKILLS:

• Ability to read and interpret technical documents and procedures
• Ability to write routine reports and correspondence
• Ability to communicate effectively with staff and stakeholders

MATHEMATICAL SKILLS:

• Ability to perform basic arithmetic operations (add, subtract, multiply, divide)
• Ability to calculate rates, ratios, and percentages
• Ability to interpret data, including graphs and reports

REASONING ABILITY:

• Ability to apply common sense to follow instruction
• Ability to solve problems involving multiple variables in routine situations

PHYSICAL DEMANDS:

• Regularly required to sit, use hands, talk, and hear
• Occasionally required to stand, walk, and reach
• May lift or move up to 25 pounds
• Requires visual acuity for computer work and documentation

WORK ENVIORMENT

• Primarily indoor work environment
• Frequent computer use for extended periods
• Moderate noise level

EVALUATION:

Performance of this job will be evaluated in accordance with administrative procedures

and established contractual protocols.

THE DEMING PUBLIC SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, NATIONAL ORIGIN, RELIGION, AGE, SEX, MARITAL STATUS OR HANDICAP IN COMPLIANCE WITH FEDERAL AND STATE LAWS

Updated 06/2026