Menu and Purchasing Specialist
The Menu and Purchasing Specialist is responsible to the Director of Nutrition Services and must work in collaboration with the Director of Nutrition Services and Nutrition Services Supervisor, kitchen staff, department managers, and staff of other departments. Will have contact with vendors, consultants and other professionals.
- Responsible for purchasing all food and supplies for the Nutrition Services department within budget and within regulatory guidelines:
1. Analyzes menus and recipes to determine quantity of food to order.
2. Confers with staff, users, and vendors to discuss defective or unacceptable goods or services and takes action to resolve problems.
3. Analyzes price proposals, financial reports, and other data and information to determine reasonable prices. Assists in the budget process and implementations of established cost control procedures. Interviews vendors to examine and learn about products, services and prices. Researches and evaluates suppliers based on price, quality, selection, service, support, availability, reliability, production and distribution capabilities, and the supplier's reputation and history.
4. Purchases the highest quality merchandise at the lowest possible price and in correct amounts within the approved budget.
5. Negotiates, or renegotiates, and administers contracts with suppliers, vendors, and other representatives.
6. Monitors changes affecting supply and demand, tracking market conditions, price trends, or futures markets.
7. Coordinates rebate and group purchasing programs to achieve the highest quality and best prices.
- Monitors shipments to ensure that goods come in on time; and in the event of problems, trace shipments and follow up on undelivered goods. Develops contingency plans for late barge arrivals. Receives and stores food/supply deliveries as needed.
- Directs and maintains the storage of all goods in safe and sanitary manner following HCCAP guidelines.
1. Assures that temperatures in all storage areas are maintained in acceptable range and takes appropriate corrective action when needed.
2. Monitors temperature logs for storage areas and compile reports for CQI program.
3. Provides direction to and oversight of the personnel assigned to storeroom job.
- Ensures food invoices and purchase requisitions are categorized accurately.
- Assists in the budget process and implementations of established cost control procedures.
- Maintains and reviews computerized or manual records of items purchased, costs,
delivery, product performance, and inventories.
1. Tracks food/supply cost trends and projects.
2. Develops regular inventory report, identifies trends/problems and works to correct them.
3. Prepares weekly expenses reports for the Supervisor/Director.
- At the direction of the Supervisor or Director, may provide assistance in scheduling and assuring adequate staff coverage when absenteeism occurs.
- Attends meetings, trade shows, conferences, conventions and seminars to network with other people responsible for food purchasing as needed and within established budget.
- Coordinates and maintains Geri Menu software, ensuring software is updated. Trains appropriate staff on using software and changes. Develops thorough knowledge of software and utilizes the system to maintain accurate and up-to-date files, gather, input, retrieve data, and generate reports. Troubleshoots problems with the software service representatives and consultants.
- Inputs and maintains Geri Menu, resident database, menus, production sheets, foods, recipes and inventory. Inputs diet changes on Geri Menu as needed.
- Maintains emergency menu food and supplies in accordance with DOH/CMS guidelines.
- Plans, purchases and coordinates the delivery of food, beverages, and supplies for all special functions and Kuweni carts.
- With the Nutrition Services team, assists with the resident menu cycles, special meals and holiday meals within budget to assure resident satisfaction.
- Communicates regularly with the department Supervisor/ Director about quality, cost, and resident acceptance of food and supplies. Informs Supervisor/Director of possible issues and recommends solutions.
- Assists the Supervisor / Director in developing and maintaining dietary objectives and standards, department policies and procedures, dietary manuals, job descriptions, etc. Recommends need for changes and revisions.
- Provides information upon requests regarding price and availability of food and support. Reports findings to Supervisor / Director or others in a timely manner for follow-up with Food Committee, Family Council and Resident Care meetings, etc. Reports and take appropriate action when food and supply shortage or supply deletion occur.
- Keep abreast of all service standards, facilities policies and procedures and DOH/CMS guidelines.
- Prepares Quality Assurance reports, analyzes data, and makes recommendations.
- High School diploma required. College Technical degree preferred.
- Must have minimum of three years of purchasing and food service experience with training in health care field through formal or seminar training, or equivalent. Relevant supervisory experience required. Proficient computer skills required. Must obtain a formal food handler certificate from the State of Hawaii Department of Health or from an American National Standards Institute (ANSI) accredited course.
- Good written and verbal communication skills. Good organization and teamwork skills. Must be detail oriented with good follow through skills. Must function independently, have flexibility, maturity, personal integrity and the ability to work harmoniously and effectively with others. Must have good analytical, problem solving skills. Valid driver’s license. Must be available to work flexible hours and take administrative call.
Non-Bargaining. Salary based on education and/or relevant work experience.