About this role
HARRISONBURG CITY PUBLIC SCHOOLS JOB DESCRIPTION Position: Two Days per Week Part-time Administrative Assistant for School Nutrition Program
Reports to: Director of School Nutrition Contract:
Salary Scale: C9 FLSA Status: Exempt
Revised: 9/2026
POSITION SUMMARY: Assist the Director of School Nutrition by performing the clerical and technical work involved in preparing and maintaining fiscal and related documents for the department. QUALIFICATIONS:
• Any combination of education and experience equivalent to graduation from high school, supplemented by courses in business, finance and some experience in general office work.
• General knowledge of clerical/accounting terminology, methods, and procedures as well as standard office procedures and practices.
• Ability to establish and follow detailed work procedures and to post accounts with speed and accuracy.
• Ability to perform mathematical computations with speed and accuracy.
• Skill in the use of computers, computer applications, and other office technology.
• Ability to work effectively with others.
• Effectively demonstrates the ability to perform the essential functions.
• Experience working directly with individuals and families from diverse racial, ethnic, and socioeconomic backgrounds.
• Familiarity with equity and inclusion frameworks. Models non-discriminatory practices in all activities. Respects the worth, dignity and individual differences of others.
• Excellent written and verbal communication skills and the ability to present to diverse audiences to foster professional relationships and express and/or exchange ideas.
• Excellent interpersonal skills.
• Proficiency in the use of a variety of office/instructional equipment and technology with experience using Microsoft Office, Google Workspace, and email.
• Demonstrated leadership qualities and personal characteristics necessary for working effectively with students, teachers, administrators, and the community.
ESSENTIAL FUNCTIONS:
• Processes students on direct certification, homeless, migrant, foster, and Head Start lists for automatic eligibility.
• Maintains an organized filing system for school nutrition documents including, but not limited to direct certification records, meal agreements, bid documents, meal receipts, invoices, and payroll records.
• Reconciles program revenues and expenditures with reports from the school and city finance departments.
• Posts requisitions for all school nutrition program expenditures.
• Completes monthly financial summary report for all school cafeterias.
• Manages on-line meal payments.
• Updates school nutrition program website.
• Maintains personnel files for school nutrition program employees.
• Prepares contracts and work agreements for school nutrition program staff.
• Maintains uniform inventory and places orders as needed.
• Files USDA food rebates on a monthly basis.
• Prepares necessary documents for all state and federal audits.
• Maintains monthly cafeteria inventories and updates inventory form annually and as needed.
• Updates online order form annually and as needed.
• Prepares and distributes written communications to school nutrition program staff and other HCPS staff.
• Handles administrative duties and office matters in the absence of director.
• Provides coverage at front desk during staff shortage at the central office.
• Attends educational and in-service training as requested by the director.
• Processes payroll and enters leave for all school nutrition program employees and distributes payroll documents as needed.
• Orders and maintains office supplies for all cafeteria managers.
• Prepares annual smallwares bid and maintains inventory of smallwares by school location.
• Prepares annual bid specifications for food and supplies for the Shenandoah Valley Buying Cooperative.
• Assists director in preparing for and conducting nutrition education activities at schools.
• Assists director with program marketing and community outreach efforts.
• Follows appropriate safety procedures and properly maintains equipment.
• Responds to telephone, email and in-person requests, inquiries and questions in a professional, polite and responsive manner.
• Demonstrates good attendance and punctuality.
• Maintains confidentiality in all matters.
• Models non-discriminatory practices in all activities. Respects the worth, dignity and individual differences of others.
• Complies with and supports school division policies, regulations and procedures.
• Performs other duties as assigned by director.
• Takes all industry standard precautions to protect students, staff, equipment, materials, and facilities.
• Maintains appropriate state licensure; assumes responsibility for and participates in staff development (professional growth) and training to keep materials, supplies, and skills up-to-date.
• Follows appropriate safety procedures and properly maintains equipment.
• Assists in organizing all staff meetings
• Actively participates in and attends all required meetings.
• Maintains confidentiality when appropriate.
• Complies with and supports school division policies, regulations, procedures, and the HCPS Strategic Plan.
• Effectively performs other duties as assigned by immediate supervisor.
PHYSICAL DEMANDS / WORK ENVIRONMENT: Light work, lifting up to 25 pounds occasionally, and/or up to 10 pounds frequently. Regular travel throughout the school and effectively interact with students, staff, and the school community. Regular contact with staff members is required. Not substantially exposed to adverse environmental conditions. EVALUATION: Performance will be evaluated in accordance with school board policy and administrative regulations on the evaluation of administrative or licensed personnel. The above is intended to describe the essential functions of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of the duties, responsibilities and requirements of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and meet the demands of this position.
Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities; and subject to inside and outside environmental conditions