Clerk - Procurement, Receiving and Inventory - Bethel School District 403 : Job Details

Position Type: Classified/Secretarial/Clerical/Health Date Posted: 3/6/2025 Location: CHILD NUTRITION Closing Date: 03/19/2025 THIS POSITION IS FOR 8 HOURS PER DAY AT 210 DAYS PER YEAR. PAY FOR POSITION: PSE Salary Schedule Level 7 - $26.76 GENERAL SUMMARY This position's responsibilities are to order food and supplies for Child Nutrition Services and the district warehouse, maintain accurate inventory records for the central kitchen and support annex warehouses, reconcile accounts and process food orders for the central and individual school kitchen locations and warehouse. ESSENTIAL FUNCTIONS Depending upon the individual assignment, the Clerk - Procurement, Receiving and Inventory may perform all or a combination of the following:

Maintain and verify current inventory of all food, supplies, materials and stock in the central kitchen warehouse and freezer; receive and process food orders and warehouse requisitions into to be picked and delivered by warehouse staff; verifies account codes; maintain inventory records; make adjustments to general ledger; verifies accuracy of computer reports; reconciles inventory and transaction reports to the general ledger for warehouse purchased food and USDA foods.

Works with director and district procurement manager on bidding, quoting and purchase of items; annually prepares RFQs for service contracts for both departments; prepares and submits contract approval requests; places quarterly purchase orders for food and supplies following district, state and federal procurement regulations.

Requisitions and processes food orders for central and school kitchen locations; maintains accurate inventory of food items; advises central kitchen supervisor and assistant director of low stock levels and outs; orders approved replacements, checks for account code accuracy; runs inventory reports for child nutrition director; edits and updates for accuracy; inspects purchase orders on computer for child nutrition food and supplies; inputs received items into inventory; verifies costs and discounts.

Orders food and supplies from various vendors for both warehouses; calls vendors for product comparison, obtains price quotes; inputs purchase orders on systems; performs on-line ordering through approved vendors; checks status of orders, inventory and product availability; discusses products with buyers; arranges deliveries with approved vendors and coordinates with central kitchen and warehouse and logistics supervisors; answers a variety of inquiries. Responsible for trouble shooting problems between departments/schools and suppliers.

Processes warehouse orders (paper) from schools and departments. Orders food for special events; places preschool bulk snack orders and prepares monthly billing.

Processes returns; verifies paperwork for accuracy; notifies accounts payable of returns for accurate record keeping; authorizes returns by warehouse drivers; Maintains accounting and budget records as assigned.

OTHER FUNCTIONS

May attend meetings with vendors and professional organizations; attends staff meetings and takes minutes; assists staff on input of purchase orders; answers a variety of inquiries.

Assists in coordinating warehouse audits.

May serve on various district committees and/or departmental work teams. Models appropriate and cooperative behavior, including protecting confidential information, consistent with district ethical guidelines.

Performs related duties consistent with the scope and intent of the position

REPORTING RELATIONSHIPS Reports to Director of Child Nutrition. MENTAL DEMANDS Exposed to considerable interruptions. PHYSICAL DEMANDS Occasionally required to lift, move or carry heavy shipped items weighing more than twenty (20) pounds; exposed to visual display terminal for prolonged periods. MINIMUM QUALIFICATIONS Education and Experience Education, training, skills, and experience necessary to carry out the assignment, including three (3) years of office experience with detailed records maintenance. Secretarial experience preferred. Purchasing experience preferred. Allowable Substitutions Advanced training in business or secretarial procedures may substitute on a month-for-month basis for up to one (1) year of the required experience; and, such other alternatives to the above qualifications that the district may find appropriate and acceptable. Required Knowledge, Skills and Abilities Skill in oral and written communication. Knowledge of purchasing procedures. Knowledge of general secretarial procedures. Knowledge of correct grammar, spelling and English usage. Knowledge of general bookkeeping procedures. Keyboarding and data entry skills. Skill in operating general office machines. Skill in operating a computer and the ability to learn a variety of software programs. Exceptional Customer Service. Ability to set up and maintain accurate filing systems. Ability to tend to detail and follow tasks through to completion. Ability to organize and set priorities. Ability to work effectively under pressure. Ability to work independently with minimal supervision. Ability to maintain confidentiality. Skill in maintaining inventory records. Knowledge of warehouse operations. Ability to purchase goods and services. Ability to establish and maintain working relationships with staff and vendors. Licenses/Special Requirements Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor. Must complete training in and adhere to district infection control plan. Valid Washington state driver's license and a good driving record. UNIT AFFILIATION Secretarial/Clerical CONDITIONS This job description is not an employment agreement or contract. District administration has the exclusive right to alter this job description giving consideration to the bargaining agreement. The statements contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individual may perform other duties as assigned. WAGES AND BENEFITS Click here to access details on the following: Salaries/Wages Insurance Retirement Plans Paid Time Off or Vacation Paid Holidays Other Compensation Non-Discrimination Policy Bethel School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Compliance / Gender-Inclusive Schools Coordinator, Debbie Carlman, [email protected], 253.###.####; Title IX Coordinator, Bryan Streleski, [email protected], 253.###.####; and 504 Coordinator, Melissa Munson-Merritt, [email protected], 253.###.####. All individuals may be reached at this address: 516 176th Street East, Spanaway, WA 98387. Title IX inquiries may also be directed toward the U.S. Department of Education, Office for Civil Rights (OCR). Information about the nondiscrimination and sex-based discrimination policies and grievance procedures, and how to report a concern or complaint: bethelsd.org.