Assistant Director - FNS Finance & Compliance

ROLE AND PURPOSE:

Prepares, maintains, and analyzes the Department budgets; preparing periodic reports that compare budgeted costs to actual costs. Oversee the procurement of all food and non-food department related products. Oversee the USDA free and reduced meal application process. Responsible for analyzing data and making cost-effective recommendations for the department annual budget and leadership decisions. Ensures all financial processes and procedures are conducted according to General Acceptable Accounting Practices. Reconciles invoices and adjusts inventory. Serves as the FNS Department's liaison with the district's accounting departments and ensures data is transferred to the general ledger accurately. Submits monthly reimbursement claims to TDA for all meal programs.

QUALIFICATIONS:

Education/Certification:

• Bachelor's degree required. Accounting, Business, Food Service Management, or Dietetics degree preferred.

Experience:

• Four years of successful business financial management.
• School food service experience preferred.

Special Knowledge and Skills:

• Cost accounting, preferably in a food service or related field, and knowledge of public education budgeting. School district procurement experience preferred. USDA free and reduced meal benefits experience preferred. Demonstrated ability to teach appropriate record-keeping techniques required. Supervisory experience preferred. Must have knowledge of cost accounting to include General Acceptable Accounting Practices (GAAP), EDP systems, and be proficient in the use of a personal computer. Advanced Excel spreadsheet capability is required. Must be detail-oriented, performs duties with accuracy, have effective office and personnel management skills and be able to work independently and with a cross-functional team.

MAJOR RESPONSIBILITIES AND DUTIES:

I. INSTRUCTIONAL MANAGEMENT:

• Communicates and visits with direct reports and department leadership on a regular basis.
• Provides training to all staff regarding money handling and audit procedures.

II. SCHOOL/ORGANIZATION CLIMATE:

• Reviews and analyzes monthly bank reconciliations for the FNS department.
• Help create and maintain the department small equipment inventory and shipping/receiving system.
• Determine snack program costing to invoice internal and external groups.
• Prepares the monthly financial statements, cost reports, profit and loss reports by school, participation reports and monthly manual journal entries.
• Manage QuickBooks system for catering department invoices and payments.

III. SCHOOL/ORGANIZATIONAL IMPROVEMENT

• Analyzes cost reports and makes recommendations for savings.
• Develops food, labor and other expense data needed for cost-effective management decisions.
• Prepares, maintains and analyzes the department budget as per the direction of the Executive Director and monitors periodic change requests.
• Conducts periodic audits at school sites for financial accountability.
• Reviews individual school finances with supervisors and managers and develops appropriate tracking instruments.
• Managing department programs used for importing and exporting Food Service reimbursement claim information to the general ledger.
• Analyze and review site based Accuclaim Adjustment and Edit Checks to submit an accurate claim.
• Reconciliation of school direct delivery invoices and inventory receiving to the vendor invoices and statements.
• Maintain Chart of Account Codes in the department shipping/receiving software OneSource.

IV. ADMINISTRATION AND FISCAL/FACILITIES MANAGEMENT:

• Serves as liaison with other district departments as needed for establishment/modification of financial reporting needs and integration/implementation of Financial, Free & Reduced systems and Procurement processes.
• Monitors the procedures used and the data provided by the school cafeterias to prepare and submit accurate and timely reimbursement claims to the Texas Department of Agriculture.
• Prepares the Summer Food Service Reimbursement Claim and reconciles Summer Food Service expense accounts.
• Collect and submit data for Child and Adult Care Food Program Claim.
• Oversee Yearly Reimbursement Rates for district.
• Oversee the collection of unpaid balances for each student in compliance with Federal Regulations.
• Oversee the PayPams financial reports that are booked to the general ledger on monthly basis.
• Manage the receiving of commodity inventory and processing state reports.
• Ensure all Food and Nutrition Service invoices are submitted to the accounts payable department in an accurate and timely manner.
• Audits all inventory adjustments, procedures, and quantities and ensure accuracy of all records and data transfer to the general ledger.

V. STUDENT MANAGEMENT:

• Maintain the student eligibility tables for accurate meal claiming at the district and the school level.
• Manage TDA systems for Compliance, Procurement and Claiming.
• Oversee the refunds and transfers of student meal account funds.
• Oversee Free and Reduce application procedures to ensure correct and accurate eligibility claiming.

VI. SCHOOL/COMMUNITY RELATIONS:

• Manage School maintenance for site and district attendance factors.
• Manage Temporary employees weekly time sheets.
• Reconcile monthly temporary employee times for each vendor.

VII. PROFESSIONAL GROWTH AND DEVELOPMENT:

• Participates in professional growth opportunities to improve performance and knowledge on an ongoing basis.

VIII. SUPERVISORY RESPONSIBILITIES:

• Supervises and evaluates performance of office staff to include Compliance Coordinator, finance clerks and other departmental personnel as appropriate.

IX: MISCELLANEOUS:

• Performs other duties as may be assigned by the Executive Director.

MENTAL DEMANDS:

• Ability to process information quickly and accurately. Mathematical/computational skills for use in maintaining fiscal controls. Cognitive skills for organizing and planning tasks, processes, and financial records. Ability to communicate effectively verbally and with good writing skills.

PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• High energy level required; ability to maintain contacts with all school environments.