Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support food service administration and program compliance for an education environment in Ypsilanti, Michigan. This Long-term Contract position works closely with finance and school-based teams to keep records accurate, coordinate required documentation, and help maintain smooth daily operations. The ideal candidate is comfortable working on-site, managing multiple priorities, and communicating effectively with staff, families, vendors, and public agencies.

Responsibilities:
• Coordinate administrative support for food service operations by organizing records, maintaining documentation, and assisting with day-to-day program needs.
• Review and collect materials such as menus, production records, training logs, inspection reports, and meal service forms to help ensure program accuracy and compliance.
• Support monitoring activities by arranging site visits, preparing files for audits or inspections, and assisting with follow-up actions when needed.
• Maintain district food service files, including meal counts, application records, verification paperwork, and related reporting documents.
• Help prepare and submit required state and federal child nutrition reports in a timely and accurate manner.
• Track invoices, compare billing details with district records, and communicate discrepancies to the appropriate internal teams.
• Respond to questions from families, students, staff, and vendors regarding meal services, balances, eligibility, and program procedures.
• Assist with procurement-related clerical work, contract documentation, renewals, and audit preparation while supporting communication across school sites and district leadership.
• Travel to school locations throughout the district to monitor meal service activities, gather required forms, and support after-school or summer meal programs as scheduled.
• Participate in department and state-sponsored trainings or seminars and complete other assigned tasks that contribute to effective food service administration.• Associate degree or higher required.
• At least 2 years of administrative or clerical experience, ideally within education, public sector, or nutrition program settings.
• Strong ability to organize records, manage detailed documentation, and maintain a high level of accuracy.
• Proficiency with Google Workspace tools, including Docs and Sheets, and the ability to learn new internal software.
• Clear written and verbal communication skills for interacting with staff, families, vendors, and agency representatives.
• Ability to balance multiple deadlines, adapt to changing priorities, and support compliance-focused work.
• Experience with data entry, administrative office support, inbound call handling, or front-office responsibilities is beneficial.
• Familiarity with child nutrition program guidelines is preferred.