FOOD DISTRIBUTION SPECIALIST 2

State of Nevada (NV); Sparks (NV); On-site; USD 52,000 - 68,000; Full time

Job summary

The Nevada Department of Agriculture (NDA) seeks a Food Distribution Specialist II in Sparks to oversee the USDA Foods Program for federal child nutrition programs and assist with coordinating the Senior Farmer's Market Nutrition Program. You will calculate entitlement funding, analyze usage data, interpret regulations, and provide training to sponsors and staff.

Responsibilities include ordering, inventory tracking, and ensuring compliance with federal/state rules; travel to support FDP,

Qualifications

• Bachelor's degree plus one year professional experience in planning, coordinating and administering a food distribution program.

Responsibilities

• Oversee USDA Foods Program for federal child nutrition programs and assist with coordinating Senior Farmer's Market Nutrition Program
• Order USDA foods and process purchases; monitor inventory; ensure compliance with federal and state regulations
• Provide training and technical assistance to sponsors; explain procurement policies and requirements
• Maintain records, generate reports, and communicate with vendors to resolve discrepancies
• Travel as needed to support the FDP program and Indian Reservations

Skills

Regulatory interpretation

Training delivery

Sponsor/vendor communication

Inventory analysis

Education

Bachelor's degree in business/public administration/health/social sciences or related field

High school diploma with 3 years related experience

One year as Food Distribution Specialist I in Nevada State service

Tools

USDA ordering system

Recordkeeping software

Job description

The Nevada Department of Agriculture (NDA), Division of Food and Nutrition is seeking to fill one vacant Food Distribution Specialist 2 position in the Sparks office. Under the guidance of the Food Distribution Program (FDP) Supervisor, this position will be responsible for overseeing the USDA Foods Program for federal child nutrition programs and assisting with coordinating the Senior Farmer's Market Nutrition Program. This includes calculating entitlement funding for programs, collecting and analyzing entitlement usage and food order date for program planning, interpreting and explaining federal regulations to sponsors, providing training and technical assistance, providing guidance through memos, emails, telephone conversations, webinars, and individual and group training sessions. This position is also responsible for ordering and inventory tracking of USDA Foods. They must: communicate and coordinate with sponsors to determine products to be ordered, assist with Request for Proposals for processed end products, place food orders in the USDA ordering system for programs and for processors. This position will provide travel back up for the Food Distribution Program on Indian Reservations. This position must maintain knowledge of and remain current with federal and state laws and regulations, state NRS and NAC regulations, department policies and procedures, state administrative directives, and required state courses, maintain professional certification(s).

The State of Nevada is an equal opportunity employer dedicated to building diverse, inclusive, and innovative work environments with employees who reflect our communities and enthusiastically serve them. All applications are considered without regard to race, color, national origin, religion or belief, age, disability, sex, sexual orientation, gender identity or expression, pregnancy, domestic partnership, genetic information (GINA), or compensation and/or wages.

Food Distribution Specialists perform administrative and professional work in conjunction with the United States Department of Agriculture (USDA) by administering multiple USDA food programs and services, such as: The Emergency Food Assistance Program (TEFAP), the National School Lunch Program (NSLP), Nutrition Services Incentive Program (NSIP), Summer Food Service Program (SFSP), Commodity Supplemental Food Program (CSFP), and the Child and Adult Care Food Program (CACFP) to ensure sponsors receive USDA food to serve school children, seniors, and at-risk populations, including feeding people in need. Food Distribution Specialist positions will help to administer national food assistance programs, oversee, prepare and process documents for the purchase, issuance and transfer of USDA foods; issue, modify and monitor purchase orders and maintain records for the procurement of services, food, materials and supplies; expedite the flow of goods from vendor to user (or sponsor); and review, edit and develop selection criteria and vendor requirements.

Bachelor's degree from an accredited college or university in business or public administration, health or social sciences, or closely related field and one year of professional experience in planning, coordinating and administering a food distribution program which included acquisition and inventory; interpretation of laws and regulations; and the implementation of program performance standards and objectives for providing services; OR graduation from high school or equivalent education and three years of experience to include one year of professional experience performing duties as described above; OR one year of experience as a Food Distribution Specialist I in Nevada State service; OR an equivalent combination of education and experience as described above.

Develop and revise program documentation to include State Plans of Operation, USDA Foods Manual, and Policies and Procedures for multiple USDA food programs, including research and analysis of all USDA food programs statewide; ensure policies and procedures have been met; ensure programs are implemented in accordance with program goals and objectives and in compliance with federal regulations and State laws; analyze and interpret federal regulations and State laws; determine efficiencies and/or improvements needed that will impact program operations.

Order USDA food products for USDA food programs; submit monthly orders to processors; ensure USDA foods and/or processed foods are allocated to agencies and ordered by sponsors; reconcile, monitor and evaluate bill of lading and purchase orders; process vendor invoices and adjustments according to delivered products. Identify inconsistencies or problems to expedite orders while working with vendor representatives to discuss needs or problems experienced with items purchased; contact vendors to resolve problems and arrange for delivery or return of items. Work with vendor representatives and others to discuss products and/or services and to provide information regarding applicable procurement policies and requirements.

Manage USDA food inventory; review and reconcile inventory to determine product movement; ensure First-In First-Out (FIFO) process is being followed along with USDA processes for expired or damaged food; provide notification to sponsors, agencies and State warehouses of delayed or cancelled USDA food orders.

Act as a liaison between USDA food programs, agencies, sponsors and vendors involved in the USDA food program to assure accurate and timely acquisition, deployment and entitlement funding and/or payment of goods and services; regularly coordinate and communicate with vendors and sponsors; ensure goods and services are procured, maintained and stored consistent with purchase orders and/or contracted terms, conditions and delivery timeframes; coordinate with various vendors to provide information and resolve problems concerning delivery schedules, billings, and recalls.

Plan and coordinate USDA grants assigned with sponsors and agencies; prepare grant documents such as request for applications and required grant forms; collaborate with staff on the grant award process to determine awardee of grant funds.

Maintain and monitor computerized record systems; distribute documentation to appropriate sponsors and vendors; ensure compliance with State and federal statutes and regulations along with departmental policies and procedures; compile and organize data for reporting; maintain participant records; update information records, database; generate and distribute formalized reports; gather statistics; approve and add new entitlement sponsors to system; establish login credentials.

Monitor program quality and compliance to ensure programs are operating effectively, efficiently and in compliance with program requirements; manage and resolve USDA food complaints in accordance with State and Federal guidelines; monitor vendor performance and the quality of goods and services purchased to ensure continued compliance with contract specifications; work with vendors and sponsors to remedy discrepancies and/or modify or cancel contract if necessary; communicate with sponsors to discuss needs or problems and to provide product/program information.

Outreach and collaborate with agencies and sponsors receiving entitlement and funding; determine and distribute entitlement funding for statewide USDA food programs; transfer entitlements for sponsors and State level entitlement transfers for Department of Defense. Establish and maintain cooperative working agreements and relationships with agencies and sponsors involved in the USDA Food Distribution Programs.

Coordinate on annual processor agreements; verify USDA food value drawdowns to create certified price lists; participate in USDA food recalls involving agencies, sponsors, warehouse personnel, and USDA management; prepare and assist with contracts and Request for Proposals (RFP) processes for processed food end products; manage budget authority for USDA processed food contracts.

Provide specialized information and services and provide technical assistance and guidance to service providers and sponsors regarding USDA food entitlement orders through email, telephone, and webinars for applicable programs; provide information, either verbally or in writing, to other State and federal agencies, management, department staff, program participants and the general public to ensure understanding and compliance; explain and apply laws, regulations, policies, procedures, and applicable regulations; may develop and conduct presentations as required. Work with vendor representatives and others to discuss products and/or services.

Perform related duties as assigned.

Under administrative direction, incumbents perform the full range of duties described in the series concept. Incumbents at this level administer one or more programs or a major component of a large, complex program which affects a more targeted number of customers or clients and have a wide degree of latitude in determining specific methods, operations, activities and processes required to accomplish assigned duties and decisions such as revising, recommending, and implementing changes to work plans, program performance standards and objectives which are made independently through the direction of overall program goals. Position independently makes decisions regarding day-to-day program administration activities; apply recognized professional principles to develop solutions to problems; interpret and apply new and existing policies and procedures and monitor and assess the effectiveness and efficiency of program operations. Incumbents may supervise lower level Food Distribution Specialist I positions or lower level administrative support staff to include performance evaluations, work performance standards, assigning and reviewing work, scheduling, training and discipline. This level is distinguished from the Food Distribution Specialist I by a broader scope of responsibility; a higher-level of knowledge, skills and abilities required; and by greater consequence of error.

This job specification lists the major knowledge, skills and abilities of the job and is not all inclusive. Incumbent(s) will be expected to have knowledge, skills and abilities from a previous level.

Working knowledge of:

principles and practices of order/inventory management.

General knowledge of:

business practices applicable to USDA food programs; policies, procedures rules and regulations of the program to be administered; types, characteristics and supply sources of commodities; procurement and distribution of USDA food relating to the State plan; principles and practices regarding contractual agreements; implementation of policies and procedures; principles and practices of analysis and examination of USDA food programs.

Ability to:

analyze, apply and interpret policies and procedures, regulations and technical materials related to the program area; interpret, apply and explain applicable laws, regulations, policies and procedures and apply interpretations to specific situations; analyze, evaluate and solve procedural problems; develop statistical, analytical and narrative reports; negotiate agreements and/or contracts; develop policies and procedures applicable to program area; investigate and evaluate alternatives and implement effective solutions; research issues, concerns or complaints and provide information and recommendations; establish and maintain accurate records; provide technical support and guidance to staff, sponsors and vendors; complete required grant forms and documents related to program requirements.