Food and Nutrition Procurement Specialist (Buyer)

PUSD Classification Salary Range: $28.18 - $36.06 per hour

Limited Term (Sub) Salary: $28.18 per hour (step 1)

BASIC FUNCTION:

Under general supervision, procures food, supplies, equipment, services, and USDA Foods (Commodities) for food and nutrition department operations; prepares formal and informal solicitations (bids, requests for proposals, requests for quotations); monitors contract performance and resolves conflicts.

Procure food, supplies, equipment, materials, services, and USDA Foods (Commodities) from suppliers through new and existing contracts, formal and informal solicitations. E

Forecast all food and supply needs for monthly menus; establish ordering and shipping timelines; coordinate shipping and delivery.  E

Prepare requisitions for purchase orders. E

Prepare and evaluate specifications, solicitations, requests for proposals, bids, and quotes for food, equipment, and supplies; research vendors, pricing, products, and services.   E

Obtain verbal or written quotations for all items not subject to the formal bidding process; determine quantities to order, select appropriate vendors, and verify compliance with specifications.  E

Monitor and maintain stock levels of warehouse food, equipment, and supplies; initiate purchasing processes to replenish and maintain warehouse inventory.  E

Coordinate and assist with warehouse inventory; receive and issue merchandise in the absence of the Food and Nutrition Warehouse Specialist.  E

Research and evaluate suppliers based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities, references and history.  E

Evaluate and monitor contract performance to ensure compliance with contracted obligations; assist with clarifying contract requirements and resolving any conflicts.   E

Conduct research by telephone, catalog, and the Internet to develop bid specifications and obtain current prices.  E

Identify and maintain lists of vendors and sources of supply for goods, services, and warranty equipment repair.  E

Review procurement documents for accuracy, completeness, and compliance with Department standards; discuss evaluations and review with requesters and subject matter experts.  E.

Investigate complaints about the quality of materials or equipment received and secure adjustments; prepare forms to return unsatisfactory items.  E

Maintain a variety of reports, records, and files, including vendor information, vendor responses, tabulations, purchase orders, contract lifecycle information (e.g., new solicitations, renewals, contract expirations), purchasing calendar, and Safety Data Sheets.  E

Determine the cost-effectiveness of maintenance agreements versus needed repairs on equipment; determine whether equipment value and age warrant repairs or replacement.   E

Maintain records of all Food and Nutrition department equipment, including purchase information, warranty periods, and repairs; coordinate and reconcile the physical inventory of equipment for all school site nutrition centers; input equipment inventory results into a computer system.  E

Coordinate farm-to-school procurement efforts; identify farms to supply food for school meals, track seasonality of produce, establish delivery schedules. E

Visit school sites to become acquainted with specific needs; notify supervisors of new products; arrange for demonstrations, testing, and employee training on new equipment and products.  E

Attend meetings, workshops, conferences, vendor shows, and seminars to maintain current knowledge of trends and program regulations; coordinate special projects as required.

Assist in interviewing and selecting candidates for employment.

Perform related duties as assigned.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: college-level coursework in school food management, business administration, procurement, or a related field and three years of increasingly responsible experience in the procurement of food and nutrition supplies.

LICENSES AND OTHER REQUIREMENTS: 

Valid California driver’s license.

Valid Food Safety Manager Certificate (ServSafe Certificate or its equivalent) must be obtained within 30 days of hire.

KNOWLEDGE OF:

Food service and USDA commodity purchasing principles, practices, and procedures.

Type and source of supplies, materials, and equipment commonly used in food and nutrition.

Sanitation and safety practices related to food handling.

Quantity purchasing techniques and regulations.

Applicable laws, rules, and regulations related to school food procurement activities.

Markets and methods of invoicing, including prices, discounts. and rebates.

Operation of a computer and assigned software.

Vendors, brokers, wholesale houses, and other sources of supplies.

Bid preparation procedures and specification requirements.

Correct English usage, grammar, spelling, punctuation, and vocabulary.

Record-keeping practices and procedures related to purchasing functions.

Interpersonal skills using tact, patience, and courtesy.

Health and safety standards.

ABILITY TO:

Prepare formal bids, requests for proposals, contracts, quotations, and commodity orders.

Establish and maintain good working relationships with others.

Speak, read, and write English at a level required for satisfactory performance.

Obtain verbal and written price quotations.

Learn and follow health, safety, and sanitation regulations.

Understand and follow oral and written directions.

Perform comparisons and identify alternatives and substitutions for specific commodities.

Purchase materials and services in accordance with established policies and procedures.

Compose clear, complete, and concise correspondence and reports independently.

Maintain current knowledge of food and nutrition procurement laws, rules, and regulations.

Meet schedules and timelines.

Prioritize and schedule work.

Operate a computer, related software, and standard office equipment.

Establish and maintain good working relationships with others.

Multitask and work independently with little direction.

 WORKING CONDITIONS:

ENVIRONMENT:

Office environment.

Warehouse environment, including occasional time inside walk-in refrigerators and freezers.

Food production kitchen environment.

Driving a vehicle to conduct work.

PHYSICAL DEMANDS:

Hearing and speaking to exchange information in person or on the telephone.

Dexterity of hands and fingers to operate a computer keyboard and other office equipment.

Seeing to read and view computer screens and printed matter, with or without vision aids.

Reaching overhead, horizontally, and above shoulders to retrieve various items.

Bending at the waist, kneeling or crouching to retrieve files.

Sitting, standing, or walking for extended periods of time.

Lifting, carrying, pushing, or pulling moderately heavy objects weighing up to 45 pounds.