Secretary Food Services-11 month position (208 Days)

Fairfield Public Schools

Title: Secretary-Food Services (S-11, 11 months) Position works 208 days

Job Purpose Statement:
Performs independent and responsible clerical, secretarial and computer work using current office technology and programs. Responsible for timely and accurate calculations and entries and a variety of assigned tasks within the scope of the Food Services/ Business Offices. This job requires strong computer and multi-tasking skills as well as clerical, secretarial and organizational skills. The secretary deals with confidential information, and it is essential that they use discretion in the performance of duties.

Essential Job Functions:
Ensures compliance with state and federal regulations for school meal programs, including processing Free and Reduced-Price Meal applications, conducting weekly checks through the Connecticut State Department of Education (CSDE) Direct Certification system, preparing monthly reimbursement claims, and completing the annual Sponsor Agreement renewal. Also manages Healthy Food Certification (HFC), Community Eligibility Provision (CEP) data, and application verification. Conducts on-site reviews and monitors Food Service Management Company (FSMC) operations at all sites at least twice per year.
Oversee the management of USDA entitlement foods, including the ordering, tracking, recording, and adjustment of weekly fresh produce deliveries, monthly commodity orders, and the annual USDA foods order for the upcoming school year.
Operates and maintains the Food Services Point of Sale (POS) software system, including troubleshooting issues, generating reports, verifying and reconciling data, training users, and supporting system enhancements. Assists in investigating, reporting, and resolving account discrepancies.
Handles issues with student lunch accounts including errors, refunds, transfers and donation of account balances.
Maintains the school kitchen equipment inventory and maintenance log, including coordinating with repair vendors and procuring replacement equipment as needed.
Stays current on School Nutrition Program (SNP) guidance and regulations. Attends bi-weekly CSDE webinars, all mandatory webinar trainings, and district SWP meetings.
Maintains the Food Services webpage which includes updating, adding and deleting information. Monthly posting of menus.
Works cooperatively with the Food Service Management Team and provides secretarial support within the Food Services office.
Answers and screens incoming telephone calls. Responds to inquiries and provides information as appropriate. Opens and distributes mail.
Performs other duties as assigned by the Director of Food Services and the Chief Financial Officer or designee.

Incidental Job Functions:
Daily interaction with staff members, vendors and the public. At times, may require visiting schools to address issues.

Knowledge, Skills and Abilities:
Thorough understanding of modern office practices, procedures, and equipment, including the use of computers, multifunction printers, scanners, and other digital office tools. Proficient in business English, spelling, and basic mathematics. Demonstrated ability to interact effectively and professionally with staff, students, and the public.
Capable of solving practical problems and handling a variety of situations where established procedures may be limited. Able to follow written and verbal instructions, perform word and data processing tasks, handle basic bookkeeping functions, and efficiently organize and maintain digital and physical records.
Strong computer skills, including proficiency with Google Suite and Microsoft Office, especially Word and Excel. Experience with Enterprise Resource Planning (ERP) systems such as Tyler Technologies’ Munis, or similar platforms supporting finance, procurement, or administrative operations, is preferred. Familiarity with Infinite Campus or similar student information systems is a plus.
Demonstrated ability to quickly learn and adapt to new software tools in a fast-paced, technology-driven environment. High attention to detail, with accuracy in data entry, digital record management, and reporting.

Minimum Qualifications Required:
The skills and knowledge required would generally be acquired with graduation from high school and three years of responsible secretarial or clerical experience or an equivalent combination of education and experience. Strong computer and interpersonal skills are required. The Secretary receives frequent telephone calls and other interruptions; it is essential that the secretary be pleasant, calm, efficient and helpful in all contacts.


FILING DATE: July 22, 2025 (priority deadline for internal candidates)


For additional information contact:

Terri Deveny
Interim Chief FInancial Officer
tdeveny@fairfieldschools.org