Purchasing Assistant

This is a Full-Time in person position (6:30am-2:30pm Monday-Friday)

Procurement

• Assists Purchasing Analyst in informing other staff and vendors regarding procedural requirements (e.g. ordering and purchasing procedures, available funds, etc.) for the purpose of facilitating the purchasing process with established practices.
• Prepares written materials and electronic purchasing information (e.g. supply lists, reports, etc.) for the purpose of documenting activities, providing references, conveying information, and complying with established policy and guidelines.
• Processing of data and documents (e.g. bids, incoming purchase requisitions, purchase orders, mail, etc.) for the purpose of updating and distributing information and/or acquiring resources to support purchasing operation in compliance with established guidelines.

Purchase Orders

• Prepares and processes purchase orders to be reviewed and approved by Purchasing Analyst or Director.
• Maintains all purchase order records.
• Assists Purchasing Analyst and Nutrition Program Coordinator with recipe testing and development.
• Assists Purchasing Analyst with testing new products.
• Responds to inquiries of staff and the Child Nutrition Director regarding purchasing procedures for the purpose of providing information, direction and/or referral for addressing inquiry. Reviews documents and data (e.g. incoming requisitions, past purchases, reconciliations, inventories, etc.) for the purpose of ensuring completeness and accuracy of purchasing process.

Bids

• Assists Purchasing Analyst with reviewing, updating and mailing bid packets.
• After the bids come in, assist Purchasing Analyst sorting of bid packets by vendors for final review and comparison by the Purchasing Analyst.

Food Orders

• Processes bi-weekly food orders.
• Reviews/monitors produce and milk orders.
• Adjusts food orders as necessary to prevent under/over ordering and informs Café Managers of adjustments.
• Keeps Director, Purchasing Analyst, and Nutrition Program Coordinator abreast of information regarding shipping delays and deliveries.
• Coordinates the products for scheduled deliveries for the purpose of meeting time sensitive daily required needs.

Commodity Warehouse

• Monitors warehouse receipt reports and updates transactions summary reports daily.

Food Inventory

• Maintains food inventory for warehouse and cafes (receiving, distributing, ordering, etc.)
• Reconciles food inventory in Edison with S&W inventory as well as Purchasing Department spreadsheet.
• Maintains Purchasing spreadsheets, reviews inventory and informs Director and Purchasing Analyst of items low in inventory (needing to be ordered) and items high in inventory (needing to be placed on menus and used).

Equipment Inventory (Café and Central Office)

• Reviews, tags, and tracks all large/small equipment, timeclock tablets, computers, printers, and office equipment and maintain database for Accounting and Purchasing.
• Maintains and updates the inventory listing of property and conducts inventory reconciliations on an ongoing basis.
• Maintains and tracks all inventory in the CNP off-site storage facility.
• May be required to travel to school sites with approval from Director.

Accounting

• Reviews monthly cafeteria inventories (small equipment, large equipment, and paper products) then enters on an accounting spreadsheet (journal entry template).
• Ensures all café food (in Edison) and non-food inventories are up-to-date and accurate on a monthly basis.

Record Keeping

• Assists Purchasing Analyst in coordinating purchasing documents, files and records (e.g. purchase orders, vender files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
• Maintain confidentiality regarding all Child Nutrition Program matters.
• Assists Purchasing Analyst with other duties as assigned.