Administrative Secretary

The Child Nutrition Programs Administrative Secretary provides administrative, operational, and organizational support team members. This position coordinates communications, meetings, procurement, travel, financial processes, records management, website and accessibility compliance, conference logistics, and onboarding/offboarding activities. The role supports efficient program operations, timely communication, regulatory compliance, and high-quality service to school districts, community partners, vendors, and internal staff. Distinguishing Characteristics This position is distinguished by its broad responsibility for coordinating complex administrative functions across multiple Child Nutrition Programs and operational areas. The incumbent serves as a central point of coordination for leadership, staff, external stakeholders, vendors, and school districts while supporting processes that require discretion, accuracy, independent judgment, and knowledge of agency procedures. Work may include interpreting and applying administrative policies, resolving procedural issues, improving workflow, documenting standard operating procedures, and supporting compliance with state, federal, and agency requirements. Examples of Tasks Coordinate calendars, meetings, agendas, materials, minutes, and follow-up activities for the CNP Director and leadership team. Serve as a resource to staff, sponsors, vendors, school districts, and the public by providing information, routing requests, and identifying appropriate next steps. Prepare, review, process, and maintain correspondence, forms, reports, agreements, invoices, purchase requests, travel documents, and other records for accuracy and completeness. Coordinate procurement, purchasing, memberships, print orders, office supplies, equipment inventory, and invoice tracking in accordance with agency procedures. Draft data containing potentially-confidential information Manage travel and conference logistics, including registrations, travel approvals, hotel and flight coordination, reimbursement documentation, and compliance with state travel policies. Draft, edit, format, and distribute program communications, including newsletters, announcements, templates, website content, meeting materials, and reports. Support accessibility compliance by reviewing, correcting, and maintaining documents, presentations, spreadsheets, websites, and training materials to meet accessibility standards. Plan and support statewide conferences, trainings, meetings, and special events, including logistics, materials, communications, participant support, and post-event follow-up. Support hiring, onboarding, offboarding, equipment setup, information technology requests, building access, and orientation activities for CNP staff. Maintain organized electronic and physical files, records, shared calendars, contact lists, desk procedures, and operational resources.