Office Associate III School Nutrition Services

Office Associate III, School Nutrition Services

The Office Associate III in School Nutrition Services supports the department's operations and procurement activities, performing duties related to the acquisition, supply chain management, and inventory control of food products, beverages, paper products, and chemical supplies. Coordinates ongoing communication between suppliers and departmental staff regarding order processing, shipment schedules, and inventory redistribution. Collaborates directly with cafeteria team members to correct fulfillment variances and oversee supply chain transport to maintain seamless school meal services.

Inputs daily orders for food, beverages, and supplies from Cafeteria Managers into vendor and internal systems. Evaluates site orders and transfer requests to ensure accuracy and timely distribution. Schedules urgent supply transfers on short notice to maintain compliance with federal child nutrition standards. Communicates with Cafeteria Managers and contracted vendors to resolve supply chain disruptions and maintain delivery accuracy. Responds to inquiries regarding vendor orders and school nutrition inventory.

Generates operational reports to confirm site orders and transfers. Maintains central office inventory logs for smallwares, paper supplies, and chemicals, and stages internal transfers for dispatch by utility drivers. Prepares documentation for government agency compliance and internal audits. Processes confidential student eligibility applications as needed. Performs routine administrative tasks, record maintenance, and operates standard office equipment. Enters nutritional details and menu plans into templates and publishes them to division websites.

Logs equipment repair requests to facilitate vendor service scheduling. Monitors orders to align with USDA Buy American regulations, prioritizing local and seasonal products. Performs other duties as assigned.

Must have a high school diploma or equivalent, plus a minimum of six months of office support experience, preferably within a school nutrition, food service, procurement, or inventory management environment. Demonstrated experience with inventory control, data entry, customer service, sales support, or order fulfillment. Proficiency in basic office software, email applications, and order management platforms, along with accurate typing skills.

Knowledge of USDA Child Nutrition Program guidelines, school food procurement procedures, and inventory management practices preferred. Proficiency in Google Workspace, Microsoft Office, and cloud-based vendor ordering/inventory platforms. Strong organizational, data entry, time management, and problem-solving skills with careful attention to detail. Ability to handle confidential student eligibility applications and administrative documents in accordance with division policies. Excellent communication and interpersonal skills to coordinate effectively with Cafeteria Managers, vendors, utility drivers, and division personnel.

Ability to manage urgent, short-notice internal supply transfers and resolve ordering or delivery disruptions promptly. Attends meetings, training sessions, and workshops to share and gather information that supports job performance. Possess a willingness and ability to adjust to change and learn new tasks and responsibilities. Bilingual/proficiency in Spanish preferred.

Work is primarily sedentary to light physical effort. Requires extended periods of sitting at a desk, operating computers, keyboards, and standard office devices. Requires frequent use of hands and fingers for typing, data entry, filing, and manipulating documents. Involves occasional standing, walking, bending, stooping, reaching, and lifting or carrying supplies,…