Office Associate III School Nutrition Services

Office Associate III, School Nutrition Services

GRADE LEVEL: 109.4 TERMS OF EMPLOYMENT: 260 days; 8 hours FLSA STATUS: Non-exempt WORK LOCATION: School Nutrition Services IMMEDIATE SUPERVISOR: Director, School Nutrition Services

SUMMARY The Office Associate III in School Nutrition Services supports the department's operations and procurement activities, performing duties related to the acquisition, supply chain management, and inventory control of food products, beverages, paper products, and chemical supplies. Coordinates ongoing communication between suppliers and departmental staff regarding order processing, shipment schedules, and inventory redistribution. Collaborates directly with cafeteria team members to correct fulfillment variances and oversee supply chain transport to maintain seamless school meal services.

ESSENTIAL DUTIES AND RESPONSIBILITIES Inputs daily orders for food, beverages, and supplies from Cafeteria Managers into vendor and internal systems. Evaluates site orders and transfer requests to ensure accuracy and timely distribution. Schedules urgent supply transfers on short notice to maintain compliance with federal child nutrition standards. Communicates with Cafeteria Managers and contracted vendors to resolve supply chain disruptions and maintain delivery accuracy. Responds to inquiries regarding vendor orders and school nutrition inventory. Generates operational reports to confirm site orders and transfers. Maintains central office inventory logs for smallwares, paper supplies, and chemicals, and stages internal transfers for dispatch by utility drivers. Prepares documentation for government agency compliance and internal audits. Processes confidential student eligibility applications as needed. Performs routine administrative tasks, record maintenance, and operates standard office equipment. Enters nutritional details and menu plans into templates and publishes them to division websites. Logs equipment repair requests to facilitate vendor service scheduling. Monitors orders to align with USDA Buy American regulations, prioritizing local and seasonal products. Performs other duties as assigned.

EDUCATION AND EXPERIENCE Must have a high school diploma or equivalent, plus a minimum of six months of office support experience, preferably within a school nutrition, food service, procurement, or inventory management environment. Demonstrated experience with inventory control, data entry, customer service, sales support, or order fulfillment. Proficiency in basic office software, email applications, and order management platforms, along with accurate typing skills

ADDITIONAL REQUIREMENTS Knowledge of USDA Child Nutrition Program guidelines, school food procurement procedures, and inventory management practices preferred. Proficiency in Google Workspace, Microsoft Office, and cloud-based vendor ordering/inventory platforms. Strong organizational, data entry, time management, and problem-solving skills with careful attention to detail. Ability to handle confidential student eligibility applications and administrative documents in accordance with division policies. Excellent communication and interpersonal skills to coordinate effectively with Cafeteria Managers, vendors, utility drivers, and division personnel. Ability to manage urgent, short-notice internal supply transfers and resolve ordering or delivery disruptions promptly. Attends meetings, training sessions, and workshops to share and gather information that supports job performance. Possess a willingness and ability to adjust to change and learn new tasks and responsibilities. Bilingual/proficiency in Spanish preferred.

PHYSICAL DEMANDS Work is primarily sedentary to light physical effort. Requires extended periods of sitting at a desk, operating computers, keyboards, and standard office devices. Requires frequent use of hands and fingers for typing, data entry, filing, and manipulating documents. Involves occasional standing, walking, bending, stooping, reaching, and lifting or carrying supplies, smallwares, paper products, or inventory items weighing up to 25 pounds. Requires visual acuity for reading computer screens, detailed spreadsheets, operational reports, and student applications. Vocal communication and hearing are required to exchange information effectively in person and by telephone.

WORK ENVIRONMENT Work is primarily performed in a standard, climate-controlled office environment with moderate noise levels. Occasional visits to central storage facilities, school cafeterias, or kitchen areas may be required to inspect inventory, stage supplies, or assist with transfers. The environment involves a fast-paced workload with frequent interruptions, tight order processing deadlines, and the need to respond swiftly to unexpected supply chain or equipment repair requests. Compliance with school kitchen sanitation and safety standards (e.g., hairnets, non-slip shoes) is required during visits to food preparation locations.

HOW TO APPLY: All applicants (including RPS employees) must submit an online application. Please access the website at:

Please upload the following information with your application: a current resume, transcript, and license if applicable.

Three reference names and contact information will be required if you progress to the interview step of the selection process. Richmond Public Schools will conduct a background investigation, fingerprinting, and tuberculosis screening as a condition of employment. EOE.

LENGTH OF CONTRACT: This is a twelve-month (260 days) contract position, grade 109.4, with excellent benefits.

FLSA: Non-exempt

START DATE: Based on School Board approval