Special Programs/Board/Food Secretary

General Summary

This position shall serve as a confidential secretary to the Superintendent and School Board and be responsible for the District student data. They will also provide comprehensive support in district operations including food services while serving as the point of contact for the district office.

Essential Functions – Special Programs/Board Secretary / District Office Support

1. Act as the district receptionist, serving as the first point of contact
2. Prepare daily deposits and receive/process any payments made to the district
3. Prepare and distribute Board agendas, packets and other related Board materials
4. Attend Board meetings, acting in the role of Recording Secretary
5. Maintain official Board records
6. Perform general office duties (answering phones, directing customers, making copies, sending faxes, answering general emails)
7. Maintain office record keeping and filing procedures in compliance with state auditing guidelines
8. Maintain inventory of District office supplies and order supplies as needed
9. Manage District Skyward including supporting the gathering, entering, analyzing and interpreting of student data, maintaining user accounts, and providing technical support to families and staff
10. Manage EDS (Educational Data System) security and complete state reporting 
11. Complete all required Federal and State reporting of student data
12. Manage ParentSquare security and data and provide technical support to staff and families
13. Manage homeschool and choice transfer student information
14. Maintain student records for Multilingual, Open Doors, CTE, and Hi-Cap programs and student accident reports
15. Assist with updating SCSD website
16. Manage District CEDARS (Comprehensive Educational Data and Research System) data
17. Compile and submit District enrollment reports
18. Review weekly/monthly updates to Skyward and OSPI and distribute new information to staff as applicable
19. Assist with District mail needs
20. Assist with Transportation Dept secretary needs as needed
21. Other duties as assigned

Essential Functions – Food Services Secretary

1. Develop monthly meal menus for all school buildings in compliance with nutrition guidelines
2. Generate and review monthly Direct Certification reports through OSPI
3. Process monthly reimbursement claims through the WINS system
4. Coordinate monthly food orders and deliveries, keeping the warehouse inventory current at all times
5. Prepare and submit annual food service bid documentation
6. Attend monthly OSPI meetings and annual professional development trainings
7. Conduct annual warehouse and kitchen inspections
8. Process CNEEB applications, ensuring accuracy, completeness, and compliance with established requirements
9. Coordinate and facilitate the annual review of the Wellness Policy with the wellness committee
10. Prepare and submit the annual USDA commodity pre-order survey
11. Prepare and submit Summer EBT reports three times annually
12. Complete and submit the annual School Meals Program renewal application
13. Other duties as assigned

Minimum Qualifications

1. Associates degree or two years post high school training or equivalent experience in related field
2. Experience with school district central office procedures preferred
3. Excellent secretarial, accounting and organization skills
4. Superior communication skills
5. Experience in computer terminal, spreadsheet and word processing operations
6. Exceptional computer skills, specifically with Microsoft Office; familiarity with Skyward preferred but not required
7. Valid driver’s license required

Required Skills, Knowledge, and Abilities

SKILLS required includes having strong organization and efficient habits along with outstanding computer experience. Excellent communication skills are required, with a proven ability to work effectively with various stakeholders. The Special Programs/Board Secretary MUST maintain in confidence the deliberations of the Superintendent’s office and the Board of Directors. A superior work attendance record is required and must be willing to work additional hours as required and should expect to complete all duties as assigned. She or he must be able to work independently and be capable of problem solving. A positive relationship with office visitors and staff is essential.

KNOWLEDGE required includes knowledge of school food service program requirements; constantly increasing understanding of district policies, state regulations and federal guidelines regarding programs, reports and record keeping; and knowledge of office systems, data management practices, and confidentiality standards to ensure accurate and secure handling of student and program information.

ABILITY is needed to accurately process reports, maintain detailed records and ensure compliance with district, state and federal requirements; manage multiple priorities and deadlines while maintaining a high level of accuracy and attention to detail; ability to effectively communicate with district staff, resolve inquiries and provide customer service; work both independently and collaboratively; and handle confidential information with discretion.

Responsibilities

Responsibilities include: working under limited supervision; exercising independent judgment; providing information and guidance to others; and operating within established processes and district procedures. This position serves as a key member of the district’s operations team and supports overall district effectiveness.