Order and Inventory Management Specialist (SY26-27)

Ordering And Inventory Specialist

Reports to: Director of Logistics and Transportation

Founded in 1647, Boston Public Schools (BPS) is the oldest public school district in the country. With approximately 49,000 students from over 114 different countries, nearly 8,000 employees, and an annual budget of $973 million, the BPS is the largest district in Massachusetts and one of the most diverse as well.

Currently BPS has 125 schools with two different food service delivery models. The majority of schools have full service kitchens with a full time cafeteria manager and subordinate staff. The remaining schools and programs are satellite sites receiving meals from a central production facility. The district serves approximately 17,000 breakfasts, 25,000 lunches, and 2,100 after school meals per day. During the summer months BPS serves roughly 22,000 meals at sites all over the city. BPS has been approved for the Community Eligibility Provision (CEP); which enables the district to provide free meals to all Boston students.

We are seeking an Ordering and Inventory Specialist who will work with the Director of Logistics and Transportation to oversee the ordering and inventory processes of the day-to-day operations for the FNS department. This position is the key link in communication with Field Staff for order, delivery and receiving questions. A strong business acumen, accounting skills and the ability to reason through ever changing scenarios are necessities for this position. The candidate must work well with a team of people who are committed to the success of the Food and Nutrition Services Department.

Job Responsibilities

• Ensures all orders have been placed on time
• Communicate with staff re: order changes, shortages, substitutions, due dates, deadlines, etc.
• Communicates with vendors regarding order accuracy and product quality
• Writes inventory reports and submits to the Director of Logistics and Transportation for review
• Provides customer service and solutions to problems for site managers and Field Coordinators
• Develop systems, procedures and records for quality control
• Ensures production records are completed daily to forecast projections
• Collaborates with Procurement & Contracts Manager and FNS management staff for goods and services specifications document and resolve issues including orders, receipts, invoices; Nutrition Manager regarding product availability for menu planning. Ensure supply, ingredients and materials availability to produce daily orders, including packaging, and food quality;
• Troubleshoots internal order management systems
• Performs audits on inventory counts in Central Warehouse and school sites to ensure accuracy
• Oversee the orders, receipts, invoices, bills, credits, etc. for accuracy and compliance with contracts. Take action in the case of discrepancies.
• Documents discrepancies
• Performs other duties as assigned.

Required Competencies

• Innovates, develops, builds and manages strong, productive relationships.
• Sparks innovation for Department improvement; generates many new and unique ideas.
• Drive Results. Pursues work with energy, drive and need to finish. Leads team members to develop and execute Department goals. Persuades colleagues and vendors/suppliers to support initiatives.
• Personal Learning and Development. Is personally committed to and actively works to continuously improve; recognizes the need to change personal, interpersonal and managerial behavior; actively seeks feedback.
• Simplifies complex processes; gets more out of fewer resources, creates systems that manage themselves.
• Functional and Technical Skills. Possesses functional and technical knowledge, and skills to perform at a high level of accomplishment; demonstrates active interest and ability to enhance and apply new functional skills.

Qualifications - Required

• Bachelor's Degree in Business, Finance, Accounting or a related field,
• Minimum two (2) years of progressive experience in a dynamic, multi-task operational environment
• Excellent verbal communication skills to speak with employees as well as strong written communication skills to create regular inventory reports
• Proficient with computers and use them to create reports and analyze inventory statistics using software programs
• Use analytical skills to study inventory statistics, verify numbers, and track shipments; strong Excel skills a plus
• Outstanding organizational skills and ability to manage multiple projects/deadlines.
• Ability to adapt and respond quickly to maintain inventory accuracy across the network
• Professional demeanor with strong work ethic and dependability
• Ability to exercise excellent judgment, manage multiple tasks and priorities
• Ability to work well in a fast paced dynamic environment
• Must work well independently without close supervision or management

Qualifications - Preferred

• Master's Degree in Accounting or Finance preferred.
• Five (5) years of progressive experience in a dynamic, multi-task operational environment preferred
• Strong Excel skills a plus.
• Experience in SAP is a plus.
• Prior experience with Order Entry, Customer Support and Service Operations

Terms: Managerial, Tier C41. Occasional weekend and evening work are required

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate on the basis of race, color, age, criminal record, physical or mental disability, pregnancy or pregnancy-related conditions, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics, natural or protective hairstyle, military status, immigration status, English language proficiency, or any other factor prohibited by law in its programs and activities. BPS does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals' dignity or interferes with their ability to work or learn. If you require an accommodation pursuant to the ADA for the application process, please contact the Accommodations Unit at View email address on click.appcast.io.