Job Description

POSITION: Program Assistant

LOCATION:Office of Child Nutrition

TYPICAL WORK HOURS:8:00 AM to 4:00 PM

FLSA STATUS:Full-time Exempt

SALARY: $60,321 - $66,321 plus competitive benefits package (WVDE Summary of Benefits) equal to approximately 35% of direct compensation

The Program Assistant for the Office of Child Nutrition will cooperate with the Director and Manager to provide administrative and program support to the office and perform daily business activities related to federal nutrition programs. Responsibilities include answering phones, processing purchase orders and invoices, administering grant payments, preparing federal program reports, coordinating hospitality requests, ordering supplies, and assisting with program-related projects and office operations. This position requires strong organizational skills, finance/accounting skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

DUTIES AND RESPONSIBILITIES:

1. Responsible for providing support to federal child nutrition program sponsors and providing outreach to potential sponsors.

2. Coordinates with School Food Authorities on federal and state grant payments to include but not be limited to formula-based payments (such as state aid matching for federal program participation).

3. Responsible for Child Nutrition Services record keeping needs regarding areas such as purchase orders, fixed assets, hospitalities, invoices, receiving reports, grant awards, etc.

4. Coordinates with state, regional, and county agencies to ensure compliance to procedures related to contracts, and service agreements for Child Nutrition Services.

5. Coordinates with new and existing sponsors, specifically those in the Child and Adult Care Food Program (CACFP) and National School Lunch Program (NSLP), Fresh Fruit and Vegetable Program (FFVP), and Summer Food Service Program (SFSP).

6. Administers the daily business operations supporting Child Nutrition Services.

7. Assures that proper funding is used for appropriate expenses and that all policies and procedures are followed.

8. Assists in the collection of appropriate, necessary data and the preparation of publications and documents related to the service area including financial reports and tracking.

9. Utilizes advanced Microsoft Excel functions—including complex formulas and pivot tables.

10. Performs other assignments as deemed appropriate and necessary by the State Board of Education, Associate/Assistant Superintendent, and the State Superintendent of Schools.

EDUCATION AND EXPERIENCE:

1. Minimum of 5 years of relevant professional experience, or Associate Degree in Administration, Education, Finance, or related field required.

2. Experience using Microsoft 365 programs, such as One Drive, One Note, Teams, etc. required.

3. Demonstrated success in working with groups, completing tasks, and achieving goals.

4. Knowledge of methods, procedures and terminology used in professional accounting work with the ability to maintain confidentiality.

5. Extensive experience using technology devices and applications such as telecommunications (webinar), computers, software (fiscal software, database, online and learning management software, personal productivity software, word processing software, etc.), mobile devices, etc.

PHYSICAL REQUIREMENTS:

This position is classified as sedentary work, involving prolonged sitting (6-8 hours daily) at a desk or computer workstation. Occasional demands include standing or walking short distances within the office and lifting/carrying up to 10 pounds. This role requires close visual acuity for reading documents and computer screens, clear speaking/hearing for communication, and repetitive wrist/hand motions. Reasonable accommodation will be provided to qualified individuals with disabilities to perform essential functions.

EXPECTATIONS:

1. The staff member works effectively as a member of the educational team.

2. The staff member demonstrates self-control and exhibits an attitude of mutual respect and tolerance.

3. The staff member demonstrates ethical conduct and good work habits such as punctuality and attendance.

4. The staff member demonstrates self-direction and the ability to use software applications for work productivity and collaboration.

5. The staff member is self-motivated and demonstrates the ability to manage multiple tasks/assignments to accomplish high-quality work to meet demanding deadlines with minimal supervision.

6. The staff member demonstrates excellent oral and written communication skills, and excellent presentation skills using current technologies.

7. The staff member demonstrates ability to work effectively with county personnel and other state/local officials.

8. The staff member understands that travel throughout WV and out of state (including air travel) may be required on an occasional or frequent basis depending on the needs of the Department.

9. The staff member understands this is a full-time, on-site position based in Charleston, WV. Remote work options are not available for this position.

10. The staff member understands that work assignments may change or be added, as priorities emerge with the West Virginia Department of Education (WVDE).

EMPLOYMENT RELATIONSHIP:

Department of Education staff are employed upon recommendation of the State Superintendent of Schools and are state employees. No representative or employee of the state is authorized to enter into any employment contract or other agreement. Department staff work under the direction of the State Superintendent of Schools for the general supervision of the free schools in the state and implementing the policies of the board and other necessary tasks as determined by the State Superintendent of Schools or his/her designee. Each employee is "at-will" and subject to termination by the State Superintendent of Schools at any time, with or without notice, cause or compensation.

The employment relationship between the State Superintendent of Schools and the employee may be terminated by either party. Reasons for termination by the State Superintendent of Schools include, but are not limited to, immorality, incompetency, cruelty, insubordination, intemperance, willful neglect of duty, unsatisfactory performance, the conviction of a felony or a guilty plea or a plea of no contest to a felony charge, misuse of funds or property, violations of law or policies of the state board, lack of need, or a lack or loss of funding.