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McLean County Unit District No. 5

JOB DESCRIPTION

Position Title: Administrative Assistant, Food Service
Department: Food Service
Level/Grade: EOP
FLSA Class: Non-Exempt / 12 Month

Location: Warehouse
Reports to: Director of Food Service
Type of Position: FTE 1.0

Position Summary: 

The Food Service Administrative Assistant provides comprehensive administrative, financial and program support to the Director of School Nutrition and the District's Child Nutrition Programs.  This position is responsible for assisting with meal benefit eligibility, financial recordkeeping, customer service, student account management, regulatory compliance, and communication while maintaining confidentiality and ensuring accurate program records in accordance with federal, state and district requirements.

Responsibilities:

• Provide administrative support to the Director of School Nutrition including scheduling meetings, maintaining calendars, preparing correspondence, and coordinating department communications.
• Provide courteous and professional customer service to parents, students, staff and vendors by responding to phone calls, emails and inquiries in a timely manner.
• Serve as a liaison between the Food Service Department and other departments, schools and the community.
• Maintain organized electronic and paper filing systems in accordance with district record retention requirements..
• Assist with the dissemination of information about Child Nutrition programs; prepare and distribute reports, memos and other documents as requested
• Assist with the annual preparation and distribution of Household Meal Benefit Applications electronic and paper format.
• Review Household Meal Benefit applications for completeness and determine student eligibility for free and reduced-priced meals in accordance with USDA and state regulations. ;
• Process and maintain accurate monthly records of students and households Directly Certified by the State Board of Education for free and/or reduced meals
• Prepare required correspondence notifying households of meal benefit eligibility. .
• Complete all activities associated with the annual Meal Benefit Verification process in compliance with federal and state regulations.
• Prepare reports related to meal benefit eligibility and program participation.
• Assist with monitoring departmental budget and maintaining accurate financial records.
• Process purchase orders, invoices, deposits, reimbursements and other financial transactions. .
• Create invoices and monitor payment for catering and special event services.
• Maintain accurate vendor records and supporting documentation.
• Assist with reconciliation of financial records and reports.
• Manage student and staff food service accounts;
• Research and resolve account balance discrepancies and cashier transaction errors.
• Process student meal account refunds, including graduating senior account refunds.
• Monitor and distribute reports to school administrative assistants for food service negative account balances.
• Prepare meal cards for newly enrolled students and coordinate transfer of meal cards when student building enrollment changes.
• Distribute menus and department communication to school building administrative assistants
• Track uniform inventory and coordinate uniform ordering.
• Maintain employee food safety certification records and coordinate annual sanitation training for staff needing certification or recertification.
• Assist with recruitment activities by reviewing employment applications and preparing onboarding paperwork for new employees..
• Maintain departmental databases and generate reports as requested.
• Perform other duties as requested by the Director of School Nutrition.

Required Qualifications

• Must have a high school diploma or equivalent; Associate's degree in Business Administration, Accounting, Office Administration, or related field experience preferred.
• Minimum of two (2) years of experience in administrative support, preferably in a school nutrition, education, public administration or food service
• Experience with student information systems, point-of-sale software, or financial management software preferred..
• Knowledge of basic bookkeeping principals, data management and computer software, including Microsoft Office Suites (Word and Excel).
• Strong organizational and time management skills required.
• Excellent verbal and written communication skills required.
• Strong customer service and interpersonal skills required.
• Ability to maintain strict confidentiality of student, employee and financial information
• Ability to work independently while exercising sound judgement and attention to detail.
• Physical Requirements:
  • Ability to sit for extended periods while performing computer work.
  • Ability to communicate effectively in person and by telephone.
  • Ability to  lift and carry up to 25 points.
  • Ability to operate standard office equipment

Preferred Knowledge

• Working knowledge of USDA Child Nutrition Programs and meal benefit eligibility requirements.
• Familiarity with Illinois State Board of Education (ISBE) Child Nutrition regulations.
• Experience with student meal account management and point-of-sale systems.
• Experience preparing reports using spreadsheets and database software.

Compensation: 

Fully Board Paid Medical, Dental, and Vision available.

Per the 2026-2027 Administrative Assistant Salary Schedule, the starting pay range is $19.48 - $23.57 and is based upon experience.

Apply online at: www.unit5.org

INTERNAL APPLICANTS WANTING TO APPLY SHOULD USE THE INTERNAL APPLICATION