Location: Oakland,CA, USA
Ref. 7966
Due to union restrictions, this position is only available to current employees of this school district for the first 5 days following the posted date. Applications submitted by job seekers not currently employed by the school district will not be considered during this specific time period. EXTERNAL CANDIDATES ARE WELCOME TO APPLY.
TITLE:
Specialist, Nutrition Services Good Food Purchasing and Inventory
REPORTS TO:
Assigned Supervisor
DEPARTMENT:
Nutrition Services
CLASSIFICATION:
Classified
FLSA:
Non-Exempt
WORK YEAR/HOURS:
261 Days / 7.5 Hours or other Duty Days and Hours As Assigned
ISSUED:
Created: June 2020
SALARY GRADE:
WTCL 47
BASIC FUNCTION: Perform a variety of highly complex, specialized technical duties associated with the purchase, lease, rental, delivery, inventory and quality of supplies, such as but not limited to ordering groceries, packaging materials, chemicals, equipment, furniture, vehicles and services and timely delivery schedule. Execute departmental product and service agreements, research and obtain pricing that ensures highest quality at lowest price, coordinate assigned activities with department of procurement, other staff, vendors, outside agencies, and the general public; ensure inventory is available for food production, provide assistance to the Executive Director of Nutrition Services.
REPRESENTATIVE DUTIES: Incumbent may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but are intended to accurately reflect the principal job elements.
ESSENTIAL FUNCTIONS:
Assist the Executive Director by coordinating operational activities for the Nutrition Services department as they relate to the purchase, lease or rental of goods and services for the purposes of operational efficiencies at the Central Kitchen, Warehouse and school sites.
Identify, order and monitor to ensure all food purchases meet guidelines for the Good Food Purchasing Program requirements as well as Federal guidelines for Buy American Provision.
Use the automated purchase order system to facilitate ordering of groceries, packaging materials, chemicals, equipment, furniture, vehicles and services used by Nutrition Services.
Review stocked and non-stocked items; forecast quantities of food, beverages, packaging materials and related food service supplies utilizing current recipes and menus with all vendors and for daily operations; set periodic automatic replenishment levels (PAR) for food, beverages, packaging materials and related food service supplies utilizing current recipes and menus.
Identify permissible substitutions for food, beverages, packaging materials and related food service supplies when selected primary products are unavailable from manufacturers and/or distributors to ensure select products meet program requirements for nutritional content as well as fit within current allowable food cost levels.
Maintain perpetual and periodic inventory; track usage, perishable/best by/expiration dates and inventory of food, beverages, packaging materials and related food service supplies and make necessary adjustments.
Schedule distribution of food, beverages, packaging materials and related food service supplies to school kitchens.
Develop and maintain contracts, logs, files and records relating to requisitions, purchase orders, inventory, vendors and other procurement related activities; prepare reports as needed; enter and retrieve data using a computer; maintain catalogs of products utilized by the Nutrition Services department.
Coordinate procurement and inventory activities with the receiving and warehouse staff; participate in inventory activities.
Review and analyze inventory records to determine quantities to purchase; identify overstocked and under stocked items; identify obsolete and discontinued items and determine whether or not substitutions or replacements are needed by utilizing current menus.
Communicate with vendors and District staff to exchange information, resolve discrepancies, correct errors and clarify issues related to purchase orders, invoices, statements, deliveries and payment; clarify shipping and payment details; trace shipments and expedite deliveries as needed.
Communicate with appropriate Nutrition Services and Warehouse staff to determine food, beverages, packaging materials and related food service supplies needs and advise them of current product inventory and/or availability.
Perform food cost accounting; investigate and correct invoice discrepancies.
Collaborate with the District procurement office to ensure all necessary services with vendors and other service providers are completed timely.
Support the office of procurement in preparation and processing of bid specifications and contracts; review bids, requests for proposals and price quotes; provide feedback on and track purchases up to authorized dollar limits and specifications; evaluate and analyze according to established criteria necessary for activities specific to Nutrition Services; maintain departmental records of bid events, provide chronological activities and verify vendor compliance with bid requirements and restrictions to Procurement; participate in Procurement's process in order to make recommendations for contract awards, prepare written reports as required; support the preparation of Board agenda items for purchases as required.
Supply data and research to Procurement specific to Nutrition Services including potential vendors to receive proposals for price, quality and timeliness of delivery; communicate with and interview vendors regarding merchandise; update and maintain vendor lists and files.
Read, write and interpret contractual terms and conditions in order to support vendor evaluations on performance of duties.
Negotiate price, product specifications, conditions of delivery and other related issues as necessary or appropriate for existing contracts and ensure appropriate outcomes for the Nutrition Services operations.
Ensure compliance with applicable laws, rules, regulations and policies.
Award contracts to vendors based on successful bid and compliance with the District's procurement policies, procedures, standards and needs.
Attend meetings and conduct and participate in a variety of professional development sessions.
Uses personal vehicle for travel to sites where attendance is required.
Perform other duties as assigned.
QUALIFICATIONS:
The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.
KNOWLEDGE OF:
Good Food Purchasing Program
Buy American Provision
Hazard Analysis Critical Control Point program (HACCP)
Technical aspects of researching, analyzing data, making determinations, comparing and purchasing groceries, packaging materials, chemicals, equipment, vehicles and services
Methods and procedures used in the purchasing of groceries, packaging materials, chemicals, equipment, furniture, vehicles and services including applicable laws
Methods and procedures used to maintain inventory of groceries, packaging materials, chemicals, equipment, furniture, vehicles and services including applicable laws
Vendors and sources of groceries, packaging materials, chemicals, equipment, furniture, vehicles and services commonly used in school food service programs
Highly complex and specialized procedures and computer software systems, procurement processes, negotiation skills, perpetual and periodic inventory procedures and written specifications and reports; record keeping techniques
Preparation, solicitation and evaluation of bid specifications, request for proposals, contracts and awards
Proper usage of the English language including written and verbal communication, grammar, spelling and punctuation; telephone etiquette; email etiquette
Interpersonal skills using tact, patience and courtesy; developing effective relationships with others
District policies, applicable sections of the State Education Code, United States Department of Agriculture procurement regulations specifically related to School Nutrition programs, Buy American Provision and Open and Free Competition requirements; other laws and regulations specifically related to procurement policies and procedures
ABILITY TO:
Perform a variety of complex technical duties involving specialized knowledge and independent judgment
Exercise sound judgment in the purchase of groceries, packaging materials, chemicals, equipment, furniture, vehicles and services
Prepare and write bid specifications, requests for proposals, requests for bids and contracts
Explain and apply policies, practices and terminology used in the procurement of groceries, packaging materials, chemicals, equipment, furniture, vehicles and services
Communicate clearly; understand and interpret district and other rules, regulations, policies, procedures and laws
Understand and follow oral and written directions
Operate a computer, related software and other office equipment; organize, coordinate and prioritize computer generated materials and activities
Maintain records; prepare reports related to assigned activities
Work cooperatively with others; work independently or as part of a team
Complete work accurately; meet schedules and timelines; work with frequent interruptions; manage multiple projects simultaneously
Analyze situations accurately and take appropriate action
Perform other related duties as required
PREREQUISITES
Valid California Driver's License required
Associates Degree or its equivalency required (2 years of similar and relevant work level experience = 1 year of college). A combination of experience and education may be used to meet the Associate Degree requirement; however, the work experience years used to qualify for the Associate Degree requirement cannot be used to meet the work requirement.
Four (4) years of relevant experience in procurement and inventory control required
Relevant experience in inventory control in the food industry preferred
PRE-EMPLOYMENT PROCESS:
Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance
WORKING CONDITIONS
ENVIRONMENT:
Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions
PHYSICAL REQUIREMENTS:
Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.
NON-DISCRIMINATION POLICY:
The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.