Food Service Bookkeeper / Educational Benefits Specialist / Business Office Support

Menahga Public Schools

Job Description

Position Title: Food Service Bookkeeper / Educational Benefits Specialist / Business Office Support

Reports To: Business Manager and/or Superintendent

Position Summary

The Food Service Bookkeeper/Educational Benefits Specialist/Business Office Support position is responsible for the financial administration and operational support of the District's Child Nutrition Programs while providing administrative assistance to the Business Office. This position manages food service bookkeeping, meal reimbursement claims, Educational Benefits administration, federal and state compliance, menu and production record management, wellness initiatives, and nutrition grant coordination. The position also provides business office support as assigned and serves as a resource for students, families, and staff regarding Child Nutrition Programs and Educational Benefits.

The position requires exceptional organizational skills, financial accuracy, strong customer service, confidentiality, and the ability to independently manage multiple state and federally regulated programs.

Essential Duties and Responsibilities

Child Nutrition Financial Management

• Maintain accurate financial records for all Child Nutrition Programs.
• Process and reconcile daily meal receipts and cafeteria deposits.
• Prepare and submit deposits to the District Office.
• Reconcile meal transactions and maintain student meal account records.
• Prepare monthly financial reports for the Food Service Director and Business Office.
• Complete milk billing, Head Start billing, and internal billing for district nutrition programs.
• Monitor unpaid meal balances and process refunds or account adjustments as needed.
• Support annual financial audits and Administrative Reviews.

Educational Benefits Administration

• Coordinate the District's Educational Benefits (Free and Reduced-Price Meal) Program.
• Process, review, and approve applications in compliance with USDA, Minnesota Department of Education (MDE), and district regulations.
• Maintain confidential eligibility records.
• Assist families with online and paper applications.
• Process Direct Certification Match Reports and Benefit Update Reports.
• Complete annual verification requirements.
• Prepare required federal and state reports.
• Communicate eligibility determinations to households.
• Collaborate with school staff regarding student eligibility.

Child Nutrition Program Administration

• Operate the Point of Sale (POS) system during breakfast and lunch meal service.
• Assist with meal service setup and cleanup.
• Update daily menu boards and meal service information.
• Order groceries and supplies for the Fresh Fruit & Vegetable Program (FFVP), After School Snack Program, and other nutrition programs.
• Prepare weekly production records for all meal programs.
• Develop monthly breakfast, lunch, Head Start, FFVP, and snack program menus.
• Prepare monthly staff work schedules.
• Maintain standardized recipes, Child Nutrition Labels, Product Formulation Statements, and carbohydrate count information.
• Print field trip meal labels and maintain meal service documentation.
• Prepare and distribute student meal cards and maintain backup barcode reports.

USDA & State Program Compliance

• Prepare and submit monthly reimbursement claims through CLiCS.
• Complete annual applications for USDA Child Nutrition Programs.
• Maintain all documentation required for Administrative Reviews.
• Ensure compliance with USDA, Minnesota Department of Education, and district policies.
• Maintain Child Nutrition records according to federal retention requirements.
• Coordinate annual Educational Benefits verification.
• Maintain continuing education records for Child Nutrition staff.

Wellness & Grant Coordination

• Serve as the District Wellness Coordinator.
• Coordinate Wellness Committee meetings.
• Promote healthy eating and wellness initiatives for students and staff.
• Maintain and update the District Wellness Policy.
• Complete the required Triennial Wellness Assessment (WellSAT).
• Research, apply for, administer, and report on Child Nutrition and wellness grants.
• Manage grant budgets and required reporting.
• Coordinate district nutrition promotions including School Breakfast Week, Apple Crunch Day, and similar initiatives.

Student Nutrition Services

• Maintain student food allergy records.
• Communicate allergy updates with Food Service and school staff.
• Enter Kindergarten milk information into Infinite Campus.
• Maintain milk participation records.
• Update first aid kits assigned to the Nutrition Department.
• Assist families with meal account questions and Child Nutrition Program information.

Business Office Support

• Provide administrative support to the Business Office and District Administration.
• Assist with accounts receivable, invoices, purchase orders, and financial reporting as assigned.
• Prepare reports, spreadsheets, and business correspondence.
• Maintain organized financial records and documentation.
• Assist with annual audit preparation.
• Support budgeting and other financial projects as assigned.
• Provide backup support for Business Office operations during staff absences.
• Perform additional administrative duties as assigned.

Customer Service & Communication

• Provide exceptional customer service to students, families, staff, vendors, and community members.
• Respond to inquiries regarding Educational Benefits, meal accounts, and Child Nutrition Programs.
• Communicate professionally both verbally and in writing.
• Develop positive working relationships with district staff and families.
• Maintain confidentiality of all student, employee, and financial records.

Technology

Utilize district software including, but not limited to:

• Infinite Campus
• CLiCS (Cyber-Linked Interactive Child Nutrition System)
• Food Service Point of Sale software
• Minnesota Department of Education reporting systems
• Microsoft Office Suite (Excel, Word, Outlook)
• Google Workspace
• Accounting and financial software
• Document management systems

Qualifications

Education

• Associate degree in Accounting, Business Administration, Finance, Office Administration, Nutrition Services, or a related field preferred.
• Equivalent combination of education and experience may be considered.

Preferred Experience

• Child Nutrition Programs
• USDA School Nutrition regulations
• Food Service bookkeeping
• Educational Benefits administration
• School district accounting
• Office administration
• Customer service

Knowledge, Skills, and Abilities

• Knowledge of USDA Child Nutrition Programs and Minnesota Department of Education requirements.
• Strong bookkeeping and financial management skills.
• Excellent organizational and time management abilities.
• Exceptional attention to detail.
• Ability to maintain strict confidentiality.
• Strong customer service and interpersonal skills.
• Effective written and verbal communication skills.
• Ability to work independently while managing multiple priorities.
• Strong technology proficiency and willingness to learn district software systems.

Physical Requirements

• Sit for extended periods while performing computer work.
• Frequent keyboarding and data entry.
• Ability to lift up to 25 pounds.
• Ability to move throughout district buildings and food service areas.

Work Environment

Work is performed in school food service environments with frequent interaction with students, families, staff, vendors, and community members. Occasional attendance at trainings, meetings, and district events outside the regular workday may be required.

Other Duties

The duties listed above describe the primary responsibilities of the position and are not intended to be an exhaustive list of all tasks performed.

This position performs other duties as assigned by the Business Manager, Superintendent, or their designee to support the successful operation of Menahga Public Schools and its Child Nutrition Programs.

Menahga Public Schools is an Equal Opportunity Employer.