Administrative Assistant

at  Andover Public Schools

DESCRIPTION

Purpose: Working under the direction of the Director of Nutrition Services, provide skilled administrative, organizational, secretarial and basic bookkeeping services for the School Nutrition Office.

MINIMUM QUALIFICATIONS:

Skills, Knowledge and Abilities

• Ability to develop an independent work schedule and complete tasks in a timely fashion.
• Knowledge of bookkeeping procedures.
• Ability to provide excellent customer service and to communicate professionally with all customers and vendors.
• Ability to learn computer software programs such as MUNIS, AESOP, excel, and TITAN.

• Ability to maintain focus and deal effectively with continuous interruptions.

  Education and Experience
  Duties require a high school diploma; an associate’s degree in business preferred, plus a minimum of 2-3 years experience in an office environment, or any combination of education and experience.

Serve as the first point of contact for all internal and external customers including school department staff, town employees, vendors and other visitors. Greet visitors, answer telephone and explain school nutrition policies and procedures to customers including parents, students, staff and administrators.
Reconcile all weekly on-line bank deposits with bank statements; prepare turnover sheet for the Town Treasurer and Town Accountant on a weekly basis. Reconcile any returned checks and fees charged to school nutrition accounts. Using MUNIS, reconcile deposits on a monthly basis.
Prepare weekly payroll for the Director’s signature; check absences (on-line in AESOP) for accuracy; submit final approved payroll to School Business Office.
Enter all invoices into MUNIS for payment; check all invoices for outstanding credits and accurate pricing.
Complete all monthly tally sheets by deposits and expenses and provide Director of Nutrition Services a summary of all accounts payable and receivable, including catering.
Open and sort mail on a daily basis; mail free and reduced eligibility letters to parents and guardians and maintain confidentiality with respect to this information.
Process all free and reduced application using TITAN software.
Using TITAN, a nutrition software program, respond to parents, managers and student questions; reconcile all e-fund accounts on a daily basis.
Prepare an invoice in QuickBooks and record catering income into TITAN.
Call in all repairs to appropriate vendors and place municipal work orders.
Schedule new employee interviews and coordinate with senior center volunteers.
Assist new hires with onboarding information, including badges and payroll information.
Process all health permit renewals for all schools.
Perform other reasonably related duties as assigned by the Director, and assistant director.