Administrative Secretary/Procurement Specialist, 900000175

Administrative Secretary/Procurement Specialist, School Nutrition Services

Responsible To: Director, School Nutrition Program

Job Classification: Classified 219 Day Employee-At-Will

FSLA Status: Non-Exempt

Qualifications:

Education:

Minimum of high school diploma or GED with business skills.

Associates or other college degree preferred.

Experience:

• Three (3) or more years of experience in procurement or related fields including considerable experience in buying for distribution.
• Knowledge of general office work including record-keeping, filing, and computer office software usage.
• One (1) year prior school nutrition management experience preferred.
• ServSafe Certified, School Nutrition Association Certified preferred.

Essential Functions:

To perform procurement duties for food and supplies, maintain the necessary reports and files, organize the office in an efficient manner, and perform general clerical duties.

Major Responsibilities:

1. Provide secretarial and clerical service for the Director.
2. Demonstrate prompt and regular attendance.
3. Work with Director and Assistant Director to determine and order yearly allotments of USDA entitlement foods and DOD (Department of Defense) produce, coordinate delivery schedule and files and confirms USDA food supplies with state DOE.
4. Implements and manages contracts and price agreements to ensure that all contract conditions are followed; monitors the quality of food, supplies, and services that are being procured by SNP; coordinates with Caf Managers, and Accounting Coordinator to resolve any issues with vendors.
5. Prepare food orders for vendors on a weekly basis. Serves as the contact person for vendors concerning delivery issues of products ordered.
6. Order and distribute small kitchen equipment, linens and office supplies to all kitchens.
7. Assist director in the preparation, distribution, tabulation, and awarding of bids.
8. Maintains school nutrition database of awarded bid items up to date.
9. Responsible for placing work orders and coordinating repairs on all office and kitchen equipment.
10. Assist in the preparation and organization of training courses for school nutrition personnel and monthly managers meetings.
11. Complete required paperwork for newly hired personnel and terminated employees and forwards to the Human Resources Department.
12. Verifies background information of potential applicants as needed.
13. Maintains and updates employee emergency information.
14. Attends monthly managers' meetings and compiles minutes
15. Communicates with managers and staff in a professional manner providing technical assistance as needed
16. Organizes and updates files as needed
17. Assists the Director in the daily operation of the office
18. Demonstrates the ability to function as a collaborative team member and contributor toward department success.
19. Demonstrates the ability to multi-task and work effectively independently (with minimal supervision/direction)
20. Other duties as assigned by the Director

Skills, Knowledge, Abilities:

1. Proficient in computer operations commonly found in office environments(Excel, MS Word, Publisher)
2. Ability to maintain complex records and prepare complex reports.
3. Ability to make decisions in accordance to USDA & District purchasing policies.
4. Ability to handle delegated administrative details, request for information and other matters brought to the Director.
5. Knowledge of general accounting principles and purchasing.
6. Possesses the ability to communicate professionally to the public.

Physical Demands:

• Frequent walking, sitting, and standing for extended periods.
• Ability to lift and carry instructional materials and equipment up to 25 pounds.
• Dexterity to write on a board, operate a computer, and use other classroom technology.
• Occasional bending, stooping, and reaching.
• Clear speech and hearing abilities for effective communication.
• Visual acuity to read printed and digital materials.

Work Environment:

The noise level in the work environment is usually very quiet. The employee is continuously required to meet deadlines with severe time constraints, interact with the public and other staff.

Nondiscrimination Statement:

The Board of Education of the City of Marietta does not discriminate on the basis of race, color, religion, national origin, age, disability, or gender in its employment practices, student programs, and dealings with the public.