Roseville Area Schools is seeking a Nutrition Services Administrative Assistant (Office Support Level E) to join our team at the District Center. This is a 20-hour-per-week, 10-month position.

Primary Objectives of Position

To provide administrative, operational, financial, and organizational support to the Nutrition Services Department by coordinating employee records, billing processes, purchasing, communications, training logistics, and departmental systems to ensure efficient daily operations.

MAJOR AREAS OF RESPONSIBILITY 

ADMINISTRATIVE SUPPORT:

• Verifies employee timesheets for accuracy including dates, hours worked, total hours, and payroll coding.
• Updates and maintains employee timecards and related records in Google Drive and other systems.
• Processes time-off reporting and scans absence reports into employee files.
• Sets up and maintains LINQ staff accounts and access as assigned.
• Maintains organized electronic and paper filing systems for department records and documentation.
• Updates department reference documents
• Reserves meeting spaces and coordinates room scheduling for department activities.
• Prepares and distributes department communications, advertising posters, and informational materials.

• Performs other duties as assigned by the supervisor.

   

EMPLOYEE SUPPORT & TRAINING COORDINATION:

• Tracks employee continuing education units (CEUs) and distributes completion certificates.
• Coordinates employee uniform orders and tracks School Nutrition Association (SNA) reimbursements.
• Assists with onboarding activities for new employees in coordination with Human Resources.
• Organizes department shirt orders and materials for back-to-school training events.

• Coordinates conference registrations, hotel reservations, and travel logistics for staff.

   

FINANCIAL & BILLING RESPONSIBILITIES:

• Processes meal account refunds in a timely and accurate manner.
• Processes department purchases and orders through approved vendors including Amazon and Webstaurant.
• Verifies purchase orders and invoices for accuracy as assigned.
• Submits and tracks rebate documentation and reimbursement requests.
• Prepares billing for Meals on Wheels and enters journal entries into LINQ accounts.
• Prepares billing and invoices for outside organizations including St. Jerome's, SANB, and Quora.
• Processes and tracks CACFP meal billing and food transfer documentation.

• Assist in preparing CLICs claims for MDE submission

   

STUDENT & PROGRAM SUPPORT:

• Sets up and maintains student meal accounts for partner Joint Agreement schools.
• Mails eligibility letters when electronic communication is unavailable.
• Processes direct certification lists and Applications for Educational Benefits (AEBs) as assigned.

• Supports meal program compliance and recordkeeping requirements.

   

KNOWLEDGE, SKILLS & ABILITIES

• Ability to maintain accurate records and perform detailed clerical and accounting tasks.
• High level of attention to detail and accuracy.
• Knowledge of office procedures, bookkeeping, billing practices, and payroll documentation.
• Ability to use computerized systems including spreadsheets, databases, Google applications, purchasing and financial software.
• Ability to organize, prioritize, and manage multiple responsibilities simultaneously.
• Effective written and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Ability to work independently with minimal supervision while managing competing priorities.
• Ability to coordinate projects, meetings, and department activities efficiently.
• Ability to establish and maintain effective working relationships with staff, families, vendors, and community partners.
• Knowledge of district procedures, state and federal program requirements, and department operations.
• Ability to adapt to changing priorities and operational needs.

PERFORMANCE EXPECTATIONS

• Demonstrates a commitment to equity, inclusion, and belonging by treating all students, families, staff, and community members with dignity, respect, and professionalism while supporting the district's mission and values.
• Serves as a positive ambassador for the Nutrition Services Department by promoting department programs, providing excellent customer service, and fostering positive relationships that enhance the department's reputation within the district community.
• Records, reports, billing, and employee documentation are accurate and maintained in a timely manner.
• Department purchasing, reimbursements, and billing activities are completed efficiently and accurately.
• Confidentiality of employee, student, and financial information is consistently maintained.
• Department events, meetings, and trainings are effectively coordinated and supported.
• Assigned work is completed accurately, efficiently, and within established timelines.
• Technology and available systems are used effectively to support department operations.
• Employee demonstrates flexibility and responsiveness to changing department needs.
• Positive working relationships are maintained with internal and external stakeholders.
• Attendance is regular and punctual.

OTHER WORK REQUIREMENTS

• Requires independent judgment, prioritization, and decision-making within established procedures.
• Requires the ability to manage interruptions and multiple demands in a fast-paced environment.
• Must maintain professionalism and confidentiality in all interactions.
• Must be able to coordinate multiple projects and deadlines simultaneously.
• Must enjoy working with people in a collaborative and service-oriented environment.

EDUCATION REQUIREMENT

• 2 years of post-secondary education or 3 to 5 years of previous office, computer and customer service experience if applicable

• 2 years of experience in a school environment desired 

   

Compensation: Starting salary is $19.65- $23.78/hour; based on previous work experience

Application Timeline:   Roseville Area Schools continuously accepts applications for employment and you are encouraged to apply as soon as possible. This Notice of Vacancy will be posted until filled.  Questions on this posting should be directed to: Nathaniel.Gibbs@isd623.org 

Equity Vision:  Roseville Area Schools is committed to ensuring an equitable and respectful educational experience for every student, family, and staff member, regardless of race, gender, gender identity, sexual orientation, socioeconomic status, ability, home or first language, religion, national origin, age, or physical appearance.  Roseville Area Schools seeks individuals who embody this commitment.

Roseville Area Schools
1251 County Rd B2
Roseville, MN 55113