Reports to: Director of Logistics and Transportation

 

Overview:

Founded in 1647, Boston Public Schools (BPS) is the oldest public school district in the country. With approximately 57, 000 students from over 114 different countries, nearly 8,000 employees, and an annual budget of $973 million, the BPS is the largest district in Massachusetts and one of the most diverse as well. 

Currently, BPS has 126 schools with two different food service models. One hundred nine (109) schools have full-service kitchens whereas as of October 2023, eighty-four (84) are currently cooking, and twenty-five (25) are scheduled to start cooking in November 2023.  The remaining schools and programs are satellite sites receiving meals from an outside vendor, contracted by BPS. The district serves approximately 23,500 breakfasts daily and 35,600 lunches.  After-school meals vary over the course of the year, but average between 7 -8,000 per day. During the summer months, BPS serves roughly 22,000 combined meals in varying city sites. BPS has been approved for the Community Eligibility Provision (CEP); which enables the district to provide free meals to all Boston students.

 

Department Facts: 

• Mission: offer students safe, wholesome, nutritious, enjoyable meals to fuel academic excellence
• Meals served: approximately 23,500 breakfasts and 35,600 lunches served daily; approximately 7 -8,000 after-school meals served daily; 22,000 total summer meals
• BPS utilizes Community Eligibility Provision (CEP), which enables the district to provide free meals to all Boston students

General Description:

We are seeking an Ordering and Inventory Specialist who will work with the Director of Logistics and Transportation to oversee the ordering and inventory processes of the day-to-day operations for the daily, weekly delivery, and other FNS programs as they are in transition. This position is the key link in communication with Field Staff for order, delivery, and receiving questions. A strong business acumen, accounting skills, and the ability to reason through ever-changing scenarios are necessities for this position. The candidate must work well with a team of people who are committed to the success of the Food and Nutrition Services Department.  

 

Job Responsibilities 

• Ensures all orders have been placed on time
• Communicate with staff regarding order changes, shortages, substitutions, due dates, deadlines, etc.
• Communicate with vendors regarding order accuracy and product quality 
• Writes inventory reports and submits to the Director of Logistics and Transportation for review
• Provides customer service and solutions to problems for site managers and Field Coordinators
• Develop systems, procedures, and records for quality control
• Ensures production records are completed daily to forecast projections
• Collaborates with 
• Procurement & Contracts Manager and FNS management staff for goods and services specifications document and resolve issues including orders, receipts, and invoices; 
• Nutrition Manager regarding product availability for menu planning.  Ensure supply, ingredients, and materials availability to produce daily orders, including packaging, and food quality; 
• Troubleshoots internal order management systems
• Performs audits on inventory counts in Central Warehouse and school sites to ensure accuracy
• Oversee the orders, receipts, invoices, bills, credits, etc. for accuracy and compliance with contracts. Take action in the case of discrepancies.
• Documents discrepancies 
• Performs other duties as assigned.

 Required Competencies:

• Innovates, develops, builds, and manages strong, productive relationships.
• Sparks innovation for Department improvement; generates many new and unique ideas.
• Drive Results.  Pursues work with energy, drive, and need to finish.  Leads team members to develop and execute Department goals.  Persuades colleagues and vendors/suppliers to support initiatives.
• Personal Learning and Development. Is personally committed to and actively works to continuously improve; recognizes the need to change personal, interpersonal, and managerial behavior; actively seeks feedback. 
• Simplifies complex processes; gets more out of fewer resources, and creates systems that manage themselves.  
• Functional and Technical Skills.  Possesses functional and technical knowledge, and skills to perform at a high level of accomplishment; demonstrates active interest and ability to enhance and apply new functional skills.

Qualifications - Required: 

• Bachelor's Degree in Business, Finance, Accounting or a related field,
• Minimum two (2) years of progressive experience in a dynamic, multi-task operational environment
• Excellent verbal communication skills to speak with employees as well as strong written communication skills to create regular inventory reports
• Proficient with computers and use them to create reports and analyze inventory statistics using software programs
• Use analytical skills to study inventory statistics, verify numbers, and track shipments; strong Excel skills a plus
• Outstanding organizational skills and ability to manage multiple projects/deadlines.
• Ability to adapt and respond quickly to maintain inventory accuracy across the network
• Professional demeanor with a strong work ethic and dependability
• Ability to exercise excellent judgment, manage multiple tasks and priorities
• Ability to work well in a fast-paced dynamic environment
• Must work well independently without close supervision or management

Qualifications - Preferred: 

• Master’s Degree in Accounting or Finance preferred.
• Five (5) years of progressive experience in a dynamic, multi-task operational environment preferred
• Strong Excel skills a plus.
• Experience in SAP is a plus.
• Prior experience with Order Entry, Customer Support and Service Operations

TERMS: Managerial, C41.

 

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, age, criminal record (inquiries only), disability, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals’ dignity or interferes with their ability to learn or work.