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CACFP Program Administrator / Coordinator
Job Title:
CACFP Program Administrator / Coordinator
CACFP Program Administrator / Coordinator
Position Summary:
The CACFP Program Administrator is responsible for overseeing, implementing, and maintaining compliance with the Child and Adult Care Food Program (CACFP). This role ensures accurate meal counting, proper documentation, timely claim submission, staff training, menu compliance, and readiness for state and sponsor reviews. The position works closely with administrative staff, teachers, kitchen staff, families, and the CACFP sponsor to ensure full program compliance.
The CACFP Program Administrator is responsible for overseeing, implementing, and maintaining compliance with the Child and Adult Care Food Program (CACFP). This role ensures accurate meal counting, proper documentation, timely claim submission, staff training, menu compliance, and readiness for state and sponsor reviews. The position works closely with administrative staff, teachers, kitchen staff, families, and the CACFP sponsor to ensure full program compliance.
Essential Duties and Responsibilities:
Meal Counts & Attendance
Print weekly meal count sheets, distribute them to classrooms, and collect completed sheets for the current week.
Ensure meal counts are completed at the time of service by classroom staff. Infant classrooms filling out infant meal sheets as well.
Verify that children are correctly listed in appropriate rooms and meal categories.
Accurately count and review meal sheets for completeness and correctness.
Ensure meal counts reflect correct Free, Reduced, or Paid (1, 2, 3) eligibility status.
Maintain current and accurate meal counts for all classrooms.
Data Entry & Recordkeeping
Enter daily and weekly meal counts into Excel, ensuring accuracy of child enrollment, room placement, and eligibility category.
Maintain and update the master Excel list of enrolled children.
Add all new students to meal count sheets and the master enrollment list upon enrollment.
Keep all menus filed with their corresponding weekly food receipts.
Maintain CACFP food and non-food receipt binders and complete required documentation forms.
Eligibility & Enrollment Documentation
Print and distribute annual Income Eligibility Guidelines.
Determine and document each child’s eligibility status (Free, Reduced, or Paid).
Ensure all families complete and sign enrollment forms and income eligibility forms annually.
Track form completion and follow up with families as needed.
Also keep record binder of disenrolled children with disenrolled dates.
Ensure infant formula and feeding forms are distributed to parents and completed as required.
Claims & PEARS Management
Submit accurate monthly CACFP claims through PEARS.
Complete and submit the annual PEARS sponsor application, including:
- Budget
- Receipts
- Management plan
- Application and certification documents
Training & Staff Support
Coordinate and document all required annual CACFP trainings, including:
- CACFP Sponsor Training
- Civil Rights Training
- Other required CACFP trainings
Prepare training agendas and sign-in sheets and maintain records.
Provide CACFP training to staff using staff training packet agenda.
Serve as a resource for staff regarding CACFP policies and procedures.
Menus & Kitchen Oversight
Oversee the cook’s food ordering to ensure CACFP-approved foods are used.
Review and approve menus to ensure full CACFP compliance.
Ensure menus meet all meal pattern requirements, including:
- Correct serving sizes
- Approved foods
- Milk types
- Fruits and vegetables
- Meal components and meal service times
Print and distribute weekly menus to classrooms.
Email weekly menus to parents and staff.
Compliance & Monitoring
Ensure ongoing compliance with CACFP meal pattern requirements and documentation standards.
Monitor proper completion of meal service paperwork.
Ensure “Justice for All” posters are displayed in required locations throughout the building.
Prepare for CACFP reviews by organizing all required documentation into binders.
Accompany reviewers during CACFP monitoring visits.
Complete and submit corrective actions as needed following reviews.
Qualifications & Skills:
Strong organizational and recordkeeping skills
High attention to detail and accuracy
Knowledge of CACFP regulations and meal pattern requirements (or willingness to learn)
Ability to manage deadlines and multiple responsibilities
Proficiency with Excel and basic computer applications
Strong communication skills with staff, families, and sponsors
Ability to train and support staff effectively
Equal Opportunity Employer Statement
Kiddie Academy is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic. We are committed to creating a diverse and inclusive workplace for all employees.
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