Coordinator 1 Nutrition Services Administration and Catering Support

JOB SUMMARY

The Coordinator I provides administrative and operational support to the Nutrition Services Executive Team and Catering Services.  This position supports daily department activities by managing communication, processing catering requests, assisting with financial documentation, and maintaining accurate records. The Coordinator I ensures efficient service to schools, district departments, families, and community partners while following established district policies and procedures.

MAJOR DUTIES & RESPONSIBILITIES

List most important duties first
1. Provide administrative support to the Nutrition Services Executive Team, including scheduling meetings, preparing agendas, taking minutes, and organizing department documents.
2. Assist with drafting correspondence, reports, presentations, and communication materials for district stakeholders.
3. Maintain calendars, track deadlines, and coordinate meetings with school administrators, district departments, and external partners.
4. Support district initiatives, audits, and special projects as assigned.
5. Serve as a primary contact for district catering inquiries from schools, departments, and community groups.
6. Enter catering orders into the district’s ordering system and verify accuracy of event details, pricing, and delivery requirements.
7. Assist with billing processes for catering services and other Nutrition Services programs.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

8. Enter invoices, verify charges, and ensure accuracy of billing information in accordance with district procedures.
9. Track payments, reconcile discrepancies, and communicate with schools or departments regarding outstanding balances.
10. Maintain organized financial records and assist with monthly and year end reporting.
11. Maintain organized digital and physical filing systems for department records, contracts, and forms.
12. Prepare purchase requests, track orders, and assist with inventory documentation.
13. Support data entry, spreadsheet updates, and routine reporting for district and state requirements.
14. Other duties as assigned.

EDUCATION

High School Diploma or GED

WORK EXPERIENCE

3-5 years of administrative, clerical, or customer service experience.

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Software
Oracle
SAP
Catertrax
Primero
Microsoft Office

Certifications/Licensure
Food Handler Certification

Equipment
Office equipment (e.g., computer, copier)

LEADERSHIP RESPONSIBILITIES

Work Leadership. Regularly provides project management or team leadership to a group of two or more employees but does not have formal supervisory responsibility. Leading and directing is restricted to monitoring work and providing guidance on escalated issues. Most of work time is spent performing many of the same duties they are leading.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work is substantially complex, varied and regularly requires the selection and application of technical and detailed guidelines. Independent judgment is required to identify, select, and apply the most appropriate methods as well as interpret precedent. Position regularly makes recommendations to management on areas of significance to the department. Supervision received typically consists of providing directions on the more complex projects and new job duties and priorities.

BUDGET AUTHORITY

Compiles and organizes data and figures.

PROBLEM SOLVING

Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department. Specific job activities and results are typically reviewed closely. There are limited requirements for developing new ideas or changes in methods, procedures, or services.

IMPACT OF DECISIONS

Decisions have considerable impact to multiple divisions or the organization causing risks or improvements to relationships, significant efficiencies, or delays in operations, and/or significant financial gains or expenses. Errors are serious and difficult to discover, normally involve decisions not subject to detailed review and will result in excessive costs and/or significant project delays.

COMMUNICATION/INTERACTIONS

Collaborate and solve problems - work with others to resolve problems, clarify, or interpret complex information/policies, and provide initial screening/negotiations without approval authority. Interactions are typically with customers, senior level professional staff, and managers.

CUSTOMER RELATIONSHIPS

Regularly assesses and diffuses complex and escalate customer issues. Takes personal responsibility and accountability for solving systemic customer service problems. Regularly explores alternative and creative solutions to meeting the needs of the customer within HISD's policies and guidelines.

WORKING/ENVIRONMENTAL CONDITIONS

Work involves frequent exposure to unpleasant elements, such as extreme temperatures, dirt, dust, fumes, smoke, loud noise, chemicals, etc.