Administrative Assistant; Child and Adult Care Food Program

Job description

This Administrative Assistant position will be required to perform clerical functions such as preparing letters, reports, labels, and information folders for program trainings. This position will process incoming bureau mail, arrange conference calls, schedule meetings, maintain office calendars, monitor, and distribute incoming and outgoing faxes, and provide clerical assistance as needed to program staff. Additionally, this Administrative Assistant position will use the Web-Based CACFP Information and Payment System (CIPS) to carry out the following job duties: audit claims for payment, process claim recoveries, create, and utilize reports, monitor provider listings for updated information, review closure audits and provide technical assistance to resolve claim error messages.

This position requires good organizational and time management skills and a professional approach to working with program staff and the public. Strong computer skills and experience with Microsoft Office Programs and SharePoint are required. Experience with Doc Star Eclipse (e-file management system) is preferred.

This position will not supervise, travel is not required.

• Routine administrative functions, which include prioritizing multiple assignments, scheduling meetings and conference calls, maintaining electronic schedules/calendars and various tracking systems, answering telephone calls, typing correspondence, and independently responding to questions.
• Screening incoming correspondence and documentation for completeness. Conducting research and preparing reports to verify the accuracy of information provided, referring to appropriate staff for processing, and following up as necessary to assure a timely response.
• Completing work assignments in a Child Nutrition Program electronic management system and other necessary administrative functions as assigned.
• Knowledge of Microsoft Office programs, including but not limited to Outlook, Word, and Excel.

• Experience working for a federally funded child nutrition program, such as the Child and Adult Care Food Program.
• Experience working in a fast-paced office setting conducting a wide range of administrative tasks to support program operations.
• Experience using Microsoft Office programs, including Outlook and Word, in addition to an online payment processing system such as the Child and Adult Care Food Program Information and Payment System, and storage systems such as Docstar eFile Management Software and SharePoint.