Job Information
Northern Light Health Food Service Purchasing Agent in Portland, Maine
Northern Light Mercy Hospital
Department: Food and Nutrition Services
Position is located: Mercy Fore River
Work Type: Full Time
Hours Per Week: 40.00
Work Schedule: 7:00 AM to 3:30 PM
Summary:
Under the supervision of the Executive Chef and under the functional direction of the Sous Chefs, the Purchasing Agent for Food Services performs the duties necessary to ensure food and supplies for the department(s) are purchased based on current contracts and specifications, with adequate supplies available. The incumbent performs duties and tasks in accordance with performance standards established for the job. The incumbent may have access to highly confidential patient, employee and/or organizational proprietary information, and must handle and protect the information in accordance with hospital and system policies, HIPAA requirements and the highest level of ethical standards. The incumbent is responsible for reporting all security events, potential events, or other security risks to the organization. The incumbent is responsible for participation in and completion of all patient safety initiatives appropriate to the position, and conducts all job responsibilities according to the Mission and Values of the Hospital.
Responsibilities:
Orders appropriately and maintains adequate stock levels.
Establishes appropriate stock levels and reorder points and fabricates custom order sheets accordingly.
Uses input from the Executive and Sous Chefs and other staff as needed to appropriately place daily orders, utilizing the Computrition diet order system as well as other on-line ordering systems and telephone.
Under the general supervision of the Executive Chef, performs borrow/loan functions and communicates these effectively.
Receives orders, meeting all proper receiving requirements, and oversees and assists in placing stock into proper storage areas.
Ensures and assists in proper stock rotation, regularly auditing for outdates.
Processes outdated merchandise for proper credit.
Adheres to proper budget restraints.
Produces and processes biweekly ordering inventory for multiple locations in conjunction with the Kitchen Stewards and/or Sous Chefs.
Maintains department purchases within appropriate fiscal budget guidelines.
Produces month end inventory by the fifth of each month.
Ensures compliance and contract specifications.
Purchases according to approved specifications and contracts.
Negotiates purchasing terms and contracts for purchases not governed by CHE master contracts.
Conducts cost comparisons.
Ensures product lines are changed and changes are communicated as necessary to maintain quality standard.
Ensures HCAAP receiving procedures and temp logs are maintained. Conducts audits and communicates results as appropriate.
Updates pantry pricing sheets quarterly.
In conjunction with the Executive and/or Sous Chefs, makes appropriate substitutions to products when necessary; ensures return to original specified product as soon as available.
Maintains contacts with brokers, sales staff, and area purchasing agents; attends food shows to maintain awareness of new products and opportunities.
Maintains walk-ins and storage areas at assigned sites to Department, City, State and Federal codes. Conducts regular inspections to ensure compliance and reports on results. Trains Kitchen Stewards on standards.
Maintains communications with vendors and staff.
Corrects errors in shipping in a timely manner.
Handles returns and damaged product in a timely manner.
Works closely with prime vendor to ensure optimum service and savings.
Communicates with Executive chef, Food and Beverage Assistant Manager and/or Sous Chefs for cafeteria, patient, and special function menu needs and specifications.
Communicates substitutions, product outs and poor quality items to the Executive Chef and/or Sous Chefs in a timely manner for corrective action.
Serves as an active participant in the Southern Maine Healthcare Food Buyers Association (SMHCFBA) and participates in contract negotiations to the extent possible.
Processes invoices
Reviews all invoices for accuracy, codes and authorizes payment
Forwards invoices for approval by the FSD or Exec Chef in a timely manner to ensure compliance with payment terms from CHE and accounts payable.
Produces department daily purchase records for month end reports.
Tracks rebates and reconciles monthly statements.
Produces reports for negotiations and participation in food buyer’s organizations and special function menu needs and specifications.
Performs a variety of other functions based on specific department needs.
Develop and implement invoice processing standards direct to CHE.
Computrition support
Fills off-site food service requisitions including Fore River and other satellite campuses.
Orders and receives support services uniforms from specified vendor.
Fills in production area when needed.
Responsible for ordering and inventory of approved vendor’s food service equipment.
Host
Production tally
Tray assembly
Tray delivery
Pantry cleaning and stocking to par levels
Quality assurance - Expediter
Receiving a la carte tickets during breakfast and lunch service
Working in conjunction with the line cooks to ensure proper preparation and correct plating for each patient tray
Builds each patient tray and assures that each tray is constructed to specifications prior to delivery by host - Cook
Prepares and cooks food items for patient trays and cafeteria
Follows proper safe food handling procedures
Responsible for assisting in maintaining cleanliness and sanitation of various stations and the kitchen at large
Follows standardized recipes and shows proper care for food and equipment
Other Information:
The candidate will be required to gain ServeSafe certification within 90 days of employment
Competencies and Skills
Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.
Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.
Education
- Required High School Diploma/General Educational Development (GED)
Working Conditions
Potential exposure to abusive and/or aggressive people.
Potential exposure to diseases or infections.
Potential exposure to hazardous materials.
Potential exposure to noise levels being uncomfortable.
Potential exposure to noxious odors.
Potential exposure to very hot or cold temperatures.
Work with computers, typing, reading or writing.
Lifting, moving and loading 20 to 30 pounds.
Prolonged periods of sitting.
Prolonged periods of standing.
Prolonged periods of walking.
Position Food Service Purchasing AgentLocation Req ID null