Administrative Assistant - Fairfield School Nutrition

School Nutrition Administrative Assistant – Keep Our Kitchens Running Smoothly!
Support a Mission That Nourishes Students Every Day

Are you organized, detail-oriented, and passionate about supporting a team with a purpose? Join our school nutrition department as a School Nutrition Administrative Assistant—a key behind-the-scenes role that helps ensure thousands of students receive healthy, delicious meals every school day.

What You’ll Do:

Every day, you'll play a key role in keeping our kitchens humming and our teams supported by:

• Answering calls and helping parents or team members with lunch account questions (especially with the Nutri-Kids POS system)
• Handling attendance tracking and making sure our team gets paid accurately and on time using ADP
• Closing out cash registers, reconciling daily deposits, and organizing all records with care
• Entering meal counts, sales, and data into our Dine Central system
• Coordinating lunch counts, daily menus, and deliveries to our satellite schools
• Printing signage, menus, and marketing materials that brighten school cafeterias
• Assisting with staff training, safety audits, and inventory tasks
• Jumping in to support school sites when needed—cooking, production, serving 
• Being a go-to resource for your manager and a cheerful connector for the whole team

What We’re Looking For:

• High School Diploma required; Associate Degree preferred
• Basic bookkeeping and strong computer skills (Excel, Outlook, Word)
• Culinary experience
• Previous office, school nutrition, or administrative experience a plus
• Clear communicator with strong phone and interpersonal skills
• Detail-focused and dependable, with strong time management abilities
• Team player who enjoys helping others and creating a positive work environment
• Familiarity with POS systems and food safety standards is helpful (we’ll train!)
• Must be able to occasionally lift up to 30 lbs and travel between schools when needed

Why You’ll Love This Role:

• Make an impact in your local school community
• Supportive, mission-driven team that values your contributions
• Family-friendly schedule – no late nights or weekends
• Growth opportunities within a supportive and stable company
• Be part of something bigger – at Whitsons, we serve more than just meals. We serve futures.
• Competitive pay + full benefits (medical, dental, vision, 401k, PTO)

About Whitsons:

Whitsons Culinary Group is dedicated to Enhancing Life One Meal at a Time™. We bring high-quality meals and compassionate service to school communities across the region. As part of our School Nutrition team, you’ll help create a welcoming environment where students feel nourished, supported, and ready to learn.

Ready to join a team that feeds minds and fuels futures? Apply today!

Pay Rate: $19/hour

Qualifications

REQUIRED QUALIFICATIONS AND COMPETENCIES 

Education 

1. High school diploma or equivalent required; Associate’s degree in business, food service, or a related field preferred. 

Experience 

1. Prior experience in food service, school nutrition, or administrative support preferred; experience with POS systems, cash handling, payroll processing, and data entry strongly preferred. 

Certifications 

1. ServSafe certification preferred or willingness to obtain upon hire; local food safety certification required in any jurisdiction of employment. 

Technical Proficiency 

1. Proficiency in Microsoft Office Suite required; basic bookkeeping skills required; experience with Nutri-Kids, Dine Central, ADP Rapid Pay, and Salesforce preferred or willingness to learn upon hire. 

Other Qualifications 

1. Strong organizational skills, attention to detail, and the ability to multi-task in a fast-paced environment; good phone and customer service skills; must maintain strict confidentiality in all student and staff matters. 

1. Must be able to drive a personal vehicle to other work sites as needed; bilingual in Spanish a plus; valid driver’s license required. 

Core Competencies 

1. Attention to Detail: Demonstrates precision in payroll, cash reconciliation, data entry, and compliance documentation; understands that accuracy in this role directly supports program integrity. 

1. Organizational Discipline: Manages multiple concurrent administrative responsibilities across all district locations with structure and reliable follow-through on deadlines. 

1. Communication: Communicates clearly and professionally with parents, school staff, and the management team; handles inquiries courteously and on time. 

1. Customer Focus: Brings a service-oriented and positive approach to every interaction with students, parents, and school staff. 

1. Confidentiality & Discretion: Handles all sensitive student, financial, and staff information with strict professionalism and ethical judgment. 

1. Adaptability: Responds effectively to shifting priorities, urgent needs, and substitute coverage requirements across multiple locations. 

WORK ENVIRONMENT AND OTHER DETAILS 

Expected Hours of Work 

This is a full-time non-exempt position. Hours are aligned with the school district calendar and food service schedule. Occasional extended hours may be required during inventory, audit cycles, or special events. 

Travel Requirements 

This position requires travel to multiple school locations within the district. A valid driver’s license and personal vehicle are required. 

Physical Demands of the Job 

The Team Member is frequently required to sit, walk, talk, and hear; use hands and fingers to operate a computer, POS systems, and office equipment; and reach with hands and arms. Must be able to lift and/or move up to 50 pounds on occasion. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Work Environment 

This position operates primarily in an office setting within a food service establishment, with regular presence in school cafeteria and kitchen environments. Office work is typically completed before or after meal service. Noise levels range from moderate (office) to loud (cafeteria during service).  

Duties listed above are intended only as illustrations of the various types of work and duties that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, and the Company reserves the right to add additional duties or modify existing duties.  

The job description does not constitute an employment agreement between the Company and employee and is subject to change by the Company as the needs of the Company and requirements of the job change.