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Job Description

Records Technician, Program Data - School Nutrition Services

Job Title:

School Nutrition Services Program Data / Records Technician

Grade Level/Terms of Employment:

Grade 109/Twelve-month (260 days)

FLSA Status:


Work Location:

School Nutrition Services

Immediate Supervisor:

Director, School Nutrition Services

General Description:

Performs professional work in office with occasional visits to sites. The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.   

Essential Duties and Responsibilities:

  • Provide accountability support to the School Nutrition Services Department accounting team
  • Ensure the adherence to the USDA regulations and monthly reimbursement claim processes and maintenance of required records related to SBA, NSLP, SFSP and At-Risk Programs
  • Complete yearly certification applications for SFA and school sites that will be participating in programs throughout the RPS district and submit applications to the proper agencies
  • Assist in the preparation of the annual budget with providing KPI data and processing of grants and survey applications with information in accordance with established accounting requirements
  • Disseminate, collect and review participants documentation related to the At-Risk Program to ensure compliance with USDA requirements
  • Collect, review, classify and securely maintain all supporting claim documentation
  • Process CEP Data, Direct Certification data and documentation, purchase receipts, time logs and attendance records
  • Ensure that all participants are provided with all necessary CACFP record keeping forms / information in a timely manner
  • Submit all completed monthly reports necessary for the final compilation and filing of the monthly claim for reimbursement
  • Occasionally conduct At-Risk on-site meal reviews of participating At-Risk within RPS area in accordance to sponsor oversight procedures as assigned by the assigned supervisor or the SNS Director
  • Conduct initial orientation for all new CACFP program staff
  • Maintain a current annual monitor log documenting all CACFP facilities that have been visited, type of visit, date and outcome achieved
  • Attend all required program training sessions as assigned by SNS Director
  • Assist with analyzes data of a statistical and/or financial nature (e.g. projections, financial statistics, etc.) for the purpose of preparing recommendations and/or reports for administrative review and action
  • Maintain financial information, files and records for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines
  • Create a monthly profit and loss statement
  • Assist with the preparation and processes for financial records, reports and documents related to the School Nutrition program (e.g. inventory, monthly site sales and participation information, etc.)
  • Prepares written materials and electronic financial information including monthly meal claims to comply with established financial, legal and/or administrative requirements for audits and reviews for meal programs
  • Processes student meal applications and interacts with parents to ensure services are met and information is up-to-date
  • Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the School Nutrition Services department


  • High School Diploma or equivalent
  • Two (2) years of college level coursework or Five (5) or more year’s experience with accountability regulations and systems directly related to USDA Child Nutrition (NSLP, SBA, SFSP CACFP At-Risk)
  • Must have knowledge and skills to work and train others on accountability software
  • Must have highly developed organization and time-management skills and working knowledge in computer software applications (Word, Excel, Powerpoint, POS, claims processing software, Social Media, YouTube, Adobe, Quick Base, etc.)
  • Must have ability to lead, work independently, manage multiple task, projects and responsibilities simultaneously, paying close attention to detail on many varied tasks
  • Ability to exercise good judgement in analyzing data and making decisions
  • Ability to organize and present facts clearly and concisely (both orally and written)
  • Must have self-starter initiative and adept in automated work environment