Job Title: Office Assistant / National School Lunch Program (NSLP) Clerk
Reports To: Luna Keʻena (School Operations Manager) and Poʻokumu (Director/Principal)
Classification: Full-Time, 12-Month, Year-to-Year
Bargaining Unit: HGEA BU03 or equivalent (if applicable)
Purpose
The Office Assistant / NSLP Clerk supports the daily administrative and food program operations of Nā Wai Ola Public Charter School. This dual-role position manages front office functions while ensuring full compliance with the National School Lunch Program (NSLP) and related USDA child nutrition programs.
This position is integral to fostering an efficient, welcoming, and culturally respectful school environment rooted in Hawaiian values.
Mission & Vision Alignment
Nā Wai Ola PCS is a Hawaiian culture-based, project-based learning school committed to developing resilient, lifelong learners who thrive globally and remain grounded in the language, culture, and values of Hawaiʻi. The Office Assistant / NSLP Clerk is expected to:
● Participate in all schoolwide Hawaiian cultural practices, professional development, and staff hālāwai
● Ensure school food services and front office systems promote equity, dignity, and access for all haumāna and ʻohana
● Support the school’s mission through culturally grounded customer service, recordkeeping, and service operations
Nature and Scope
The Office Assistant / NSLP Clerk works under the guidance of the SFA Director, the Luna Keʻena, and Poʻokumu to perform a wide range of administrative, clerical, and food program responsibilities. This position is often the first point of contact for ʻohana, staff, and visitors, and is responsible for maintaining professionalism, confidentiality, and accuracy in all interactions and documentation.
This is not a supervisory role, but the Office Assistant may work with staff, volunteers, vendors, and students on a daily basis in support of operations and food distribution.
Essential Duties and Responsibilities
Office Operations & Administrative Support
● Greet visitors, answer phones, and provide friendly, culturally respectful front office service
● Maintain and organize files, records, and office systems in compliance with FERPA and school policies
● Assist with enrollment, student data collection, and attendance tracking
● Process purchase orders, invoices, mail, and deliveries
● Provide administrative support to Luna Keʻena, Poʻokumu, and other school leaders
● Maintain confidentiality with all student, staff, and ʻohana information
National School Lunch Program (NSLP Clerk Duties)
● Oversee school compliance with the USDA NSLP, Fresh Fruit and Vegetable Program (FFVP), and CEP status
● Assist with monthly meal reimbursement claims
● Assist with coordinating daily meal counts, food delivery schedules, and communication with vendors
● Maintain eligibility documentation, production records, and inventory logs
● Ensure compliance with food safety protocols, sanitation procedures, and wellness policies
● Participate in all SFA-related audits, monitoring visits, and training sessions Records and Data Management
● Assist with accurate data entry and integrity in student information systems (e.g., Infinite Campus)
● Maintain organized systems for student meal eligibility, attendance, and registration files
● Support tracking of school-wide forms, consents, and compliance documentation Communications and Customer Service
● Draft and distribute office letters, announcements, and communications as assigned
● Assist with translation, scheduling, and coordination of meetings or appointments
● Ensure that the school office communication reflects Hawaiian cultural protocol and inclusive values
Facilities, Inventory, and Supply Coordination
● Track office and food service inventory, and assist in ordering supplies
● Monitor equipment needs, cleaning supplies, and assist with general office upkeep
● Support school safety and emergency protocols, including drill documentation
Required Participation in School Culture
● Participate in daily protocols, hoʻokupu, huakaʻi, hōʻike, Lōkahi Days, and all Hawaiian culture-based school activities
● Attend and contribute to weekly hālāwai, professional development sessions, and school events
● Support school community events with hospitality, communications, or AV/logistical setup as needed
Minimum Qualifications
Education
● High School Diploma or GED required
● Associate’s Degree in Office Administration, Business, or related field (preferred)
Experience
● Minimum 2 years in an administrative, office, or school-based support position
● Experience with USDA Child Nutrition Programs and NSLP preferred
● Experience working in a Hawaiian-focused or public charter school setting (preferred)
Licensure & Skills
● Valid Hawaiʻi Driver’s License
● Proficient in Microsoft Office, Google Workspace, and database systems
● Familiarity with Infinite Campus, NSLP platforms, and DOE documentation
● Strong interpersonal and organizational skills
● Commitment to culturally responsive, mission-aligned service
Key Competencies
● Attention to detail and confidentiality
● Excellent communication and customer service
● Flexibility, adaptability, and teamwork
● Growth mindset and willingness to learn
● Respect for the Hawaiian language, culture, and school values
Physical Requirements
● Must be able to sit or stand for extended periods
● Must be able to lift up to 25 pounds
● Able to operate standard office equipment, kitchen equipment, and perform basic cleaning
● Able to move between offices, kitchen/food service areas, and classrooms
Work Environment
● Work is primarily indoors in an office and cafeteria setting
● Exposure to food preparation areas and moderate to high noise levels
● May be required to work during evening events, emergencies, or food delivery windows
Work Hours and Compensation
● Core hours: Monday–Friday, 7:00 AM – 4:00 PM, with flexibility as needed for school operations
● Compensation based on experience and qualifications in accordance with applicable HGEA Bargaining Unit agreements
● This is a year-to-year position, contingent upon funding and student enrollment
