Job Title: Program Specialist

Reports To: Student Nutrition Services Director

General Job Description: To assist Director, Food Service Coordinator, Compliance Manager, and District Staff in all aspects of Food Service Accounting, Purchasing, and Procurement related responsibilities and ensure that the Student Nutrition Services Department maintains compliance with District, State, and USDA Federal statutes and regulations.

Essential Duties and Responsibilities:

Assists Director in preparation and maintenance of accurate and complete records and reports as required by law, state directives, district policy, and administrative regulations.
Assist in analysis of financial data and annual budget development.
Completes required federal, state, and local surveys.
Understands and keeps current on all regulations of the Child Nutrition Programs and State Purchasing Laws.
Assist the Director with the development and implementation of short and long-range plans for meeting existing and future goals of the department and district as it pertains to budget and financing.
Assists in providing information required for internal or external audit purposes.
Assists the Director in planning, creating and implementing new processes in the food service bookkeeping/purchasing department including data processing changes and procedures.
Works closely with Director, Coordinator, Compliance Manager and Purchasing Specials to ensure compliance with procurement regulations.
Ensures environmental permits, business permits are current for all BPS kitchens run by BPS Student Nutrition Food Services Department.
Compiles data and generates reports for all monthly claim for reimbursement; NSLP, NSB, SSO, ASSP, FFVP, NM Grown, BATB and other awarded grants.
Compiles weekly and monthly claim for consolidation report and non-program consolidation report.
Oversees submission of monthly claim for reimbursement for all programs grants and awards in the Student Nutrition Food Services Department.
Audits non-program, catering, and other revenue accounts monthly.
Notifies department or school of any revenue discrepancies.
Works in collaboration with the finance department to ensure all food service revenues are accounted for accurately.
Attends and/or conducts meetings and participates on committees within area of specific responsibility, as required.
Administers the general purchasing activities of the Food Service Department, gathering product specifications. Including quotation preparation.
Assists in the preparation and analysis of bid specifications, RFP’s to insure broad vendor participation, posting of legal notices, for bid/RFP’s; prepare bid/RFP specifications, items, descriptions, and tabulations for School Board consideration.
Works closely with bid/RFP vendors, contract service representatives and cooperative purchasing groups to obtain best pricing.
Compiles request for reimbursement for all grant funding.
Initiates and submits all department requisitions/purchase orders while maintaining accurate PO balances and closings according to BPS Finance Policy and Procedures.
Provides food service staff with weekly PO balance report.
Initiates and submits new vendor contact information to the finance department.
Reviews all invoices to ensure pricing matches bid/RFP’s and price quotation pricing.
Analyzes, clarifies and verifies invoices for accuracy and compliance to bid or contract prior to submitting to Accounts Payable for payment.
Enters PO revisions, budget adjustment requests, and intra-Bar submittals.
Compiles and submits monthly profit and loss statement report and PO balance reports.
Reviews monthly expenditure and revenue reports for accuracy and budget balances.
Balances daily reports to weekly cumulative reports and initiates weekly updates.
Records financial transactions for the Food Service Department and reviews them for accuracy.
Assists the Director in the planning and preparation of Budgets.
Works cooperatively with all finance departments to insure accurate flow of accounting information and the resolution of problems.
Works with internal and external auditors on information pertaining to the Food Service Department.
Prepares financial analysis and end of month reports for specific special reporting purposes as directed.
Prepares end of month data entries and receipt reconciliation for all funds/accounts.
Maintains, binds and files all food service accounting, purchasing, and procurement reports and data.
Advises and coordinates the Food Service Programs selection of appropriate supplies, equipment, and services as related to procurement.
Initiates and submits all district food service orders; food and non-food supplies into the awarded distributors ordering system.
Provides direct contact for customer service both concerns and questions.
Maintains and supplies the food service office supply inventory and inventory system.
Assists with annual state applications, grants and Student Nutrition Food Services budgets.
Invoices school sites for special events, catering venues, and non-program adult meal purchases.
Researches and resolves problems with accounts including but not limited to securing revised billing, credit memos, over or under payments, late charges, shipping charges, etc.
Assists food service staff with Time Clock Plus; entries, approvals, and leave.
Monitors Time Clock Plus for overtime abuse and sends out overage memorandum with weekly log report.
Provides weekly log report with documented over-time abuse to kitchen managers.
Follows district policies and administrative rules and regulations.
Follows local, state, and federal rules and regulations.
Work cooperatively with colleagues, supervisors, and administrators.
Demonstrate ethical behavior.
Complete and forward telephone messages.
Answer emails and phone messages as necessary.
Provides assistance to food service staff as related to payroll, invoicing, procurement and reimbursement claim reporting.
Compose or transcribe from rough draft, correspondence and other material.
Complete all filing, typing, word processing, photocopying, and correspondence for the food service department district office on district forms when applicable.
Maintains behaviors appropriate to performing and accomplishing assigned duties.
Engage in self-development.
Know how to successfully complete assigned work.
Project an over-all concern for personal appearance as it relates to job performance.
Contributes to the welfare and effectiveness of the office by adhering to high ethical standards of performance and interpersonal relationships.
Maintains confidentiality.
Demonstrates the ability to multitask.
Works cooperatively with director, coordinator, compliance manager, kitchen managers, and district bookkeepers too ensure accurate flow of information and the resolution of problems.
Must be able to openly communicate with Director, Coordinator, Program Specialist, Food Service Staff, BPS Administrators, Bookkeepers and BPS Employees.
Must demonstrate and take the initiative to communicate and handle Food Service related issues per job description.
Assist district kitchens as needed during crises.
Complete other tasks as deemed appropriate by the immediate supervisor and/or the superintendent.

DUTIES: In addition to the essential functions of this job, the incumbent must perform the following duties:

Complies with state-approved Code of Ethics of the Education Profession, upholds, and enforces rules, administrative directives and regulations, school board policies, and local, state and federal regulations.

Articulates and facilitates the implementation of the mission and values of the Bernalillo Public Schools.

Safeguards confidentiality of privileged information.

Prepares and maintains accurate and complete records and reports as required by law, state directives, District policy and administrative regulations.

Maintains professional relationships and works cooperatively with employees, the community and other professionals.

Maintains professional competence through individual and staff training, in-service educational activities and self-selected professional growth activities.

Attends and/or conducts staff meetings and participates on committees within area of responsibility.

Performs other tasks related to area of responsibilities as requested or assigned by an immediate supervisor.

Supervisory Responsibilities:

None

Qualifications:

Three-years experience in Bookkeeping/Purchasing/Procurement.
Five-years’ directly related experience in School Food Service bookkeeping preferred.
Knowledge of accounting.
Proficient with Microsoft Word, Excel, and PowerPoint, Google, iVisions, Time Clock Plus, GoFan, and Talent Ed
Ability to meet deadlines.
Ability to work on multiple projects.
Highly motivated, a self-starter, and excellent people skills.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Must be able to pass employment verification.
Ability to use automated accounting systems, preferably with direct experience in iVisions and Time Clock Plus.
Ability to communicate effectively both orally and in writing.
Flexibility, organization, decision-making and problem solving skills.

Physical Requirements:

Sitting, standing, lifting, and carrying (up to 50 pounds), reaching, climbing, squatting, kneeling, and moving light furniture may be required.

Equipment/Material Handled:

Must know how to properly operate, or be willing to learn to operate, multi-media equipment including current technology as needed.

Work Environment:

Must be able to work within various degrees of noise, temperature and air quality. Job responsibilities require both inside and outside assignments. Interruptions of work are routine. Flexibility and patience are required. Must be self-motivated and able to complete job assignments without direct supervision. Occasional after hour work may be required. Sitting, standing, lifting and carrying (up to 50 pounds), reaching, squatting, climbing stairs, kneeling, and moving light furniture may be required.

Terms of Employment:

Salary and work year to be established by the Board.

Food Program Specialist