Food Service Associate 2

DISTRICT SUPPORT, FOOD SERVICE PURCHASING

QUALIFICATIONS:

• Any combination of education, training, and experience equivalent to the completion of a high school diploma.
• College work and/or college degree (associate's or bachelor's) preferred.
• Two years of work experience in the food service or purchasing industry preferred.
• Excellent computer skills and/or experience required.
• Excellent customer service skills are required.
• Possession of the knowledge, skills, abilities, and physical attributes necessary to perform the essential functions of the position.
• Such alternatives to the above qualifications as the Board may find appropriate or acceptable.

REPORTS TO: Director of Food & Nutrition Services

JOB GOAL: Performs all duties relating to the purchase of food, supplies, and chemicals, that are delivered through the warehouse for the Department of Food & Nutrition Services. Acts as a liaison between vendors, manufacturer's Reps, commodity processors, food service department, warehouse personnel, and cafe managers to ensure timely receipt of all required goods. Ensures cost-effective inventory management. Assists in the effective and efficient operation of the food service department.

PERFORMANCE RESPONSIBILITIES:

• Establishes and maintains effective working relationships with cafeteria managers, warehouse personnel, distributors, manufacturer's representatives, CO FNS staff, the Director, and other patrons of the District.
• Ensures that all managers get their warehouse orders completed and compile those orders by vendor.
• Places orders with multiple vendors, for all food, supplies, and chemicals that are delivered through the warehouse for the food service department. Confirms availability/delivery of all items to and from the warehouse. Coordinates delivery with warehouse personnel.
• Maintains an appropriate level of inventory in the warehouse using a software inventory database. Enough inventory should be on-hand to fill orders, including hot-shots, pickups, and add-ons while being sensitive to space constraints.
• Follows up on the receipt of any discrepancies or problems with items delivered to the warehouse. Ensures that recalled food, food with quality issues, damaged food and supplies (i.e. dented cans), and overages get sent back and credit is applied to the invoice. Coordinates return with vendors, manufacturer's Reps, managers and warehouse personnel. Ensures that items that are shorted get reordered and delivered to the warehouse prior to the time they are needed. Works with vendors and Dietitians to find appropriate substitutions as needed.
• Verifies food, supplies, and chemicals physically received in the warehouse match the invoice. Processes invoices, credits, and rebates for payment through accounting software.
• Enters all items physically received into the warehouse into the software inventory database.
• Oversees the process of pulling food, supplies, and chemicals that are going to be delivered to the schools by warehouse personnel. Ensures that the correct products are listed on the site sheets. Communicates any variances from the site sheets (outs, shorts, subs) to the warehouse personnel and managers. Coordinates timely delivery/pick up of any variance with the warehouse and the school manager. Posts completed transfers to update schools' perpetual inventory.
• Coordinates hot-shots, pickups, and add-ons, with managers and warehouse personnel.
• Completes the billing process monthly, to debit the appropriate object in the food service budget.
• Completes all the necessary work on a timely basis to ensure everything operates smoothly.
• Enters new inventory items into software. Updates prices, purchase unit, stock unit, brand, and vendor, as needed.
• Oversees and assists in taking warehouse bi-annual physical inventory (Dec 31 and June 30). Enters warehouse physical inventory into software database. Reconciles warehouse inventory with asset inventory account in foodservice budget (Obj. 1312).
• Publishes monthly activity calendars and annual delivery schedule. Publishes annual order/transfer guides for schools and updates them as needed. Keeps managers informed of shorts, outs, and appropriate substitutions.
• Frequently walks to the warehouse to deliver and pick up site sheets and purchase orders, communicate with warehouse personnel, check on availability of product (physical vs perpetual inventory), etc.
• Completes the warehouse food, supply, and chemical bids. Updates estimated usage and product specifications in inventory software. Updates the bid and bid documents in bidding software. Compiles bid responses and makes award determinations. Prepares bid award recommendations for the Board of Education. Notifies vendors of bid award, after BOE approval. Updates inventory software with award information at the start of the new fiscal year on July 1st. Ensure purchasing policies are followed. Completes one-off bids throughout the year, as needed.
• Updates estimated usage for the annual commodity order. Places monthly orders for all commodity items. Coordinates the delivery of commodity items with the warehouse personnel. Follows up on discrepancies or problems with items delivered with the commodity warehouse or manufacturer's Reps. Processes invoices and credits for payment through accounting software. Enters all items physically received into the warehouse into the software inventory database. Tracks the donated food value of commodity items received throughout the year for commodity inventory. Reconciles commodity inventory with DESE's value of USDA foods distributed for Accounting and annual financial audit.
• Keeps track of rebates/award points and submits them for processing.
• Coordinates the delivery of one-off catering items with the requester and warehouse personnel. Enters into inventory software and sends information on for invoicing.
• Provides unit pricing on a la carte items to the Director annually.
• Notifies department leadership team of individual managers that may need additional training on ordering.
• Becomes proficient in inventory software. Participates in training, as needed. Troubleshoots inventory software issues with software company, gets IT Analyst involved as needed. Backs up database daily.
• Answers telephone in a pleasant respectful manner and routes calls to appropriate personnel, as needed.
• Greets visitors and clients in a pleasant respectful manner and responds to inquiries in a timely manner.
• Maintains files and records.
• Adheres to all district rules, regulations, and policies.
• Other duties as required or assigned.

PHYSICAL DEMANDS: The individual who holds this position is regularly required to walk, hear and speak and must have close moderate, and distance vision ability. This individual must be able to travel between district facilities. The position requires minimal travel.

CONDITIONS AND ENVIRONMENT: The work environment is consistent with the typical office/school environment.

TERMS OF EMPLOYMENT: Twelve month position. Salary and work calendar to be established by the Board of Education. Benefits according to Board policies.

FLSA: Non-exempt

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluations utilizing the Performance Based Support Staff Evaluation process.