Specialist - Support - Food Services
Full Time
Anne Arundel County, MD
Posted
Job description
Is this position exempt from overtime pay?
Yes
Performs professional level work overseeing assigned areas to support Food Services administrative areas of Federal and State compliance, recruitment, procurement and/or meal benefit services. Assists the Supervisor of Food & Nutrition Services to ensure smooth administrative operation of the department.
Administrative Services: Responsible for organizing and maintaining an efficient system for purchase, distribution, inventory, storage, repair and replacement of supplies and equipment. Participates in and oversees recruiting screening, interviewing and placement of employees. Maintains key organization databases and files. Ensures that the payroll is submitted on time and all personnel actions are processed according to procedures. Assists in the preparation of complex studies and reports, auditing and verifying application of free and reduced-price meals, editing quantities of reimbursement claims for federal and state funds, and performing complex electronic functions. Researches questions from the public for the Supervisor\Director and staff. Composes and types correspondence and establishes and maintains detailed office records, datafiles, and confidential files.
Federal and State Regulatory Services: Responsible for the implementation and data input for all Federal and Stage Child Nutrition Programs. Coordinates all files to comply with federal and state procedures including the approval process to operate Child Nutrition Sites. Responsible for compiling and tracking divisional budget, internal and external communications to include updates to the intranet and internet divisional websites and record management. Handles a variety of detailed procedural requirements.
Meal Benefit Services: Responsible for Meal Benefit Approval Process to include meal benefit administration, document and database management, and supervision of the division’s support staff involved with the approval of Meal Benefit Applications. Gathers, reviews, approves/denies Meal Benefit Applications and provides necessary written and verbal communication to Parent/Guardian and school staff. Serves as liaison to Division of Technology, Homeless Coordinator, International Student Office, School Principals, and the Title One Coordinator.
Procurement Services: Responsible for performing and coordinating all necessary activities related to the procurement of USDA commodities and purchasing food products. Coordinates the USDA commodities program, supervises the distribution of food products and provides feedback to vendors as to the status of acceptability of food. Maintains direct and continuous interaction with vendors, employees and MSDE.
Essential Duties & Responsibilities
Does this position have supervisory responsibilities?
No
Administrative Services:
1. Recruits new employees; arranges for job fairs, ads and other means of recruiting employees. Screens all potential employees and schedules new employee processing.
2. Participates in the distribution, receipt, dissemination and filing of annual performance ratings for classified employees.
3. Compiles necessary employee data from personnel files; works closely with Human Resources Specialist.
4. Responsible for processing payroll records for the division.
5. Assists in planning, coordinating and controlling the purchasing activities for the department.
6. Manages and coordinates major and minor request work orders. Works closely with Maintenance Division to ensure timely work frames.
7. Receives and processes health inspection reports from cafeterias. Works with Maintenance and vendors to correct any violations and monitors progress; maintains file of violations and corrections for MSDE review.
8. Assists in user support for point of service (POS) system; logs problems, repair orders and service.
9. Manages property control records for cafeterias by updating property control on all moves of equipment; works with Logistics on moves, storage and disposal of equipment.
10. Performs research and special projects directed by the Supervisor of Food and Nutrition Services.
11. Oversees all office space design activities including reconfiguring office space and ordering equipment and supplies.
12. Researches and prepares specifications for equipment; obtains quotes in accordance with purchasing guidelines; evaluates new products and equipment and provides feedback to Supervisor and vendors. Enters purchase orders.
13. Establishes and maintains subject matter files, records, list or other bookkeeping and file maintenance system. Exercises initiative in establishing or revising such records or files to meet future needs.
14. Develops and implements procedures for systematic retention, protection, retrieval, transfer and disposal of records. Implements and maintains separate offsite storage for vital records.
15. Interprets and orally conveys messages, instructions, procedures, or practices from the supervisor, acting with tact and discretion.
16. Provides training as necessary for administrative functions performed.
17. Maintains Professional Standard hours for all employees ensuring compliance with Federal and State requirements.
18. Creates, composes, and types confidential correspondence for the Supervisor and the Food and Nutrition Office.
19. Prepares agendas for staff meetings and county lead Wellness Council. May attend staff meetings and conferences. Prepares minutes as required. Maintains Supervisor's calendar appointments. Makes necessary travel arrangements, including all registration for staff.
20. Creates, composes and maintains confidential records/files such as correspondence, evaluations, reclassifications, budget drafts, labor negotiations documents, or related material.
Federal and State Regulatory Services:
21. As designee, administers budget process including gathering and compiling data, preparing budget documents, communicating with and supporting the Office, and monitoring and tracking expenditures. Prepares analyses and projections of expenditures.
22. Manages all documentation and implementation pertaining to all federal child nutrition programs. Plans, coordinates and compiles state and county documentation to secure compliance in programming. Administers, records and maintains all division documentation to secure compliance in programming. Administers, records and maintains all division documentation to secure effective and efficient operations.
23. Prepares complex reports containing charts and graphs for the Board; coordinates the production of materials for the Board and other documents for distribution, as needed. Maintain division internet and intranet sites to include AACPS Wellness Website.
24. Utilizes technology such as the Human Resources Information system, financial data system and student data system, Microsoft Office Suite, Horizon Software, website applications and desktop publishing to support the varied activities and programs of the division.
Meal Benefit Services:
25. Gathers, reviews, approves/denies, files Meal Benefit Applications.
26. Initiates and completes the process for qualified children to receive free meals through direct certification of income as verified by Social Services.
27. Establishes, maintains, evaluates, and improves division’s administrative record keeping systems for the Meal
28. Benefit Approval Process for free and reduced-price meals.
29. Ensures that record keeping systems for the Meal Benefit Application are in compliance with state/federal regulation and Board policy procedure.
30. Plans, executes, and evaluates verification of income process for free and reduced-price meals.
31. Trains division’s support staff, plans and assigns work, addresses concerns, and resolves problems.
32. Provides necessary written and verbal communication to Parent/Guardian and school staff.
33. Serves as a liaison with the Division of Technology and Information Systems regarding automated record keeping systems.
34. Serves as a liaison with software vendor for software revisions. Coordinates changes with Division of Technology.
35. Serves as a liaison with the Homeless Coordinator, International Student Office, School Principals, and the Title One Coordinator.
36. Establishes uniform correspondence style practices and procedures.
37. Performs other duties as assigned.
Procurement Services:
38. Develops and updates specifications for all food and paper supplies; assists in preparing food and paper bids in accordance with Purchasing guidelines.
39. Meets with vendors to preview, evaluate and test new products. Participates in product testing with other Food Service staff and school-based staff. Provides feedback to vendors and the Supervisor of Food & Nutrition Services. Maintains product evaluation files as a resource for product information.
40. Coordinates the government (USDA) commodity program. Supervises distribution of commodity product to ensure compliance with procedures of quality of product; reconciles federal and state report with inventory system.
41. Meets with Area Specialist, managers, vendors, Purchasing office, MSDE and Health Department.
42. Prepares and administers the food service DOD program including control of expenditures in accordance with established financial specifications.
43. Assists with monthly menus to optimize rotation of commodity foods.
44. Coordinates ordering and receipt of food supplies with vendors and schools.
45. Contacts vendors regarding inferior or damaged products. Arranges for refunds or exchanges. Maintains files on vendor complaints.
46. Compiles on a daily basis food orders to submit to vendors for weekly and monthly delivery to designated sites. Processes for accuracy and enters into database.
47. Prepares purchase orders, maintains financial records, and receives deliveries
Minimum Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made on request to enable individuals with disabilities to perform the essential functions .
The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made on request to enable individuals with disabilities to perform the essential functions .
Education
- Associate degree in food service, accounting, business or related field or equivalent combination of education and experience deemed sufficient to prepare the applicant to successfully perform the duties of the position.
Experience
- Five (5) years of recent office experience, preferably in a food service environment, or an equivalent combination of education and experience deemed sufficient to prepare the applicant to successfully perform the duties of the position.
Knowledge, Skills, and Abilities
- Knowledge of accounting, Federal and State Regulations as they pertain to school food programs and purchasing principals.
- Ability to exercise good judgement and initiative for the timely execution of delegated administrative responsibilities.
- Ability to communicate tactfully and effectively with Anne Arundel County Schools’ Principals and office staff, Parents/Guardians of AACPS children and Anne Arundel County agencies such as Social Services.
- Satisfactory or higher performance evaluation in all area for the previous two evaluation and recommendation of the current supervisor.
- Demonstrate ability to effectively work and communicate with diverse populations.
- Demonstrated proficiency with business software (e.g. Microsoft Office Suite-Work, Excel, Outlook and/or PowerPoint preferred).
- Successful completion of all required tests.
Licenses/Certifications
- Current Sanitation Certificate from the National Restaurant Association.
- Possess a valid Motor Vehicle Operator's license and have daily access to a car.
Career Ladder Requirements
- N/A
Physical Requirements
- As required by the duties and responsibilities of the job.
Established:
10/1/2004
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