Job Details

The Bibb County School District is now accepting applications for Administrative Assistant to Executive Director of School Nutrition.

Summary Description of Classification: Under direction and coordination, performs varied and responsible office, secretarial and supervisory work for the administrator and staff at the department level. Position deals with non-routine matters requiring research, investigation or analysis, and knowledge of departmental areas (Georgia Department of Education, Food and Nutrition Services and other Community Nutrition Programs), Munis, Payroll, District HR Basics. Meets strict deadlines, coordinates, collects, proofreads/edits, and works closely with administrators to finalize and ensure timely delivery of all material for distribution and meetings. Employee exercises considerable initiative by anticipating requirements of administrator and staff for information, assembling information for reports coming due such as state reports, state procedures, state deadlines, and tracking events or situations to keep administrator and staff informed. Requires independent judgment in arranging meetings and communication matters. May serve as representative for the Executive Director and Department at meetings. Work involves frequent contact with high level officials in BCSD and in other organizations, requiring sensitivity, good judgment, and strong interpersonal skills. The work requires an understanding of system-wide, departmental organization, and their subunits, and of applicable Board polices affecting departmental operations. Skilled operation of word processors and computers is a normal requirement of positions, and some positions may require the ability to summarize meetings both orally and written.

Minimum Qualification Standards

Essential Duties and Responsibilities:

1. Performs secretarial and office support duties such as answering the telephone, taking messages, making appointments, screening, and routing calls; compile reports; process incoming and outgoing mail; preparing correspondence for the Executive Director's signature.

2. Processes Requisitions, Purchase Orders, Bills and Invoices and tracks budgetary expenditures for the Nutrition Department using Munis. Works closely with the SN Budget and Finance Manager and Procurement Services.

3. Processes employee Time sheets and absentee reports using AESOP and Executime.

4. Arranges travel and processes travel expense forms for the Executive Director.

5. Assists with maintaining a database of School Nutrition resignations, separations, and new hires as a means of keeping staffing and payroll files updated.

6. Composes memos, letters or other materials from rough draft as requested by Management.

7. Provides informal training for new clerical personnel as needed.

8. Assists other team members with seasonal projects such as job postings, administrative interviews and processing new hires and transfers in Munis.

9. Maintains School Nutrition Webpage (Menus, EEOC, Other State Requirements) and Sharepoint site.

10. Performs related duties as required or assigned by the Executive Director to support the department.

Knowledge, Abilities and Skills:

1. Proficient knowledge of business English, spelling, general vocabulary, and arithmetic; considerable knowledge of modern office practices, procedures, and equipment; considerable knowledge of the general organization and functions of the major units of BCSD.
2. Ability to keep complex records, to assemble and organize data and to prepare reports from such records; ability to compose memoranda, Board Action Items, Communications to Public, and letters from general instructions.
3. Ability to summarize meetings both orally and written; ability to carry out continuing assignments on own initiative.
4. Ability to handle a high volume of work in a fast-paced office.
5. Ability to handle confidential and controversial matters with judgment and tact.
6. Ability to manipulate word processing data and complete complex word processing tasks.
7. Skill in the proficient operation of desktop computers, copiers, fax, scanners, and other relevant office equipment.
8. Good oral and written communications and human relations skills.

Education, Training and Experience:
Associate's degree or equivalent from a two-year college or technical school or five (5) years of related experience and/or training; or equivalent combination of education and experience. Training in personal computing sufficient to perform complex word processing tasks and to possess a working knowledge of spreadsheets and databases.

Salary/Terms:

1. 239 Day Work Year; 8 Hours Per Day.
2. Grade 52; $23.99 - $25.47 Hourly. Placement on salary schedule based on years of allowed related experience. Up to ten (10) years allowed. The stated salary range reflects the opportunity for pay over the course of the employee's tenure. The top salary is not a potential starting salary.
3. Excellent benefits package: includes health insurance; dental and life insurance; employee assistance program; personal and sick leave; membership in Teachers' Retirement System.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, stand, and lift. Occasionally, the employee must crouch or kneel. The employee must be able to exert or lift up to 25 pounds.

The Bibb County School District will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation so long as the accommodation does not create an undue financial hardship for the district.