General Description

Provides clerical support and assists with procurement and coordination of purchasing food, supplies, smallwares, equipment and services to ensure the efficient operation of the Food and Nutrition Services Department. Work is performed within the established procurement procedures and standard practices. Decisions require use of judgment based on general guidelines and procurement law.

Essential Job Functions

• Prepares, proofreads and edits contracts, Invitation for Bids, Request for Proposals and other procurement documents.
• Assists with pre-bid conferences and formal bid openings.
• Assists in preparing and completing bid tabulation sheets for approval by the Assistant Director and Purchasing Coordinator of food services.
• Meets and/or contacts vendors to resolve issues e.g., delinquent deliveries, delivery issues or out-of-speculation items.
• Assists with weekly add-ons to orders.
• Assists with the distribution of small wares, equipment and individual invoicing of items by school.
• Assists Purchasing Coordinator with office supply orders for all food service managers and office staff.
• Maintains detailed and organized filing system.
• Provides schools with weekly processed food reports, delivery notices and allocations of commodities per school.
• Typing documents and correspondence.
• Schedules all product and supply deliveries.
• Develops holiday delivery schedules and product needs.
• Schedules vendors for product testing.
• Assists with vendor updates and pricing information in Manager's Handbook.
• Receives calls and emails from Managers concerning all delivery and product issues.
• Responsible for relaying messages.
• Back-up for phone coverage for front desk.
• Performs other duties as assigned.

Qualifications

Must have solid communication and administrative skills and work effectively with all levels of personnel. Must have strong clerical skills with attention to detail. Working skill in the use of personal computers utilizing spreadsheet, word processing, database software and the internet (Excel, Word and Access preferred). Experience in general clerical work with proficient use of e-mail. Experience needed in typing, filing and data processing. Accurate keyboard skills. Experience in inventory control and/or accounting helpful. Time management skills and ability to prioritize work a must.

Requirements: High school diploma or equivalent with on-the-job training experience. Must hold a valid Virginia Driver's license. This position may require the incumbent to drive. In accordance with Policy 5431, an employee who occupies the position and is assigned a district-owned or leased motor vehicle will be subject to annual driving checks and must maintain acceptable records pursuant to the standards set forth in the policy.

Requirements

Applicants considered for employment must successfully complete the following background investigations/tests:

• Federal Bureau of Investigation (FBI) Criminal History Investigation
• State Police Criminal History Investigation
• Child Protective Services (CPS) Investigation
• Tuberculosis Screening/Test