Cooperative Purchasing Program Assistant

Position Summary

The Part-Time Cooperative Purchasing Program Assistant oversees the administration of the school district's cooperative purchasing program for food services. This role manages the bidding and procurement process, ensures compliance with federal, state, and district regulations, and supports cost-effective purchasing for groceries, milk, ice cream, cafeteria supplies and paper goods, bread, and produce. The coordinator works collaboratively with school nutrition directors and participating districts to optimize purchasing efficiency and maintain high standards for program compliance.

Position Summary

The Part-Time Cooperative Purchasing Program Assistant oversees the administration of the school district's cooperative purchasing program for food services. This role manages the bidding and procurement process, ensures compliance with federal, state, and district regulations, and supports cost-effective purchasing for groceries, milk, ice cream, cafeteria supplies and paper goods, bread, and produce. The coordinator works collaboratively with school nutrition directors and participating districts to optimize purchasing efficiency and maintain high standards for program compliance.

Duties/Responsibilities

ESSENTIAL DUTIES and RESPONSIBILITIES
:

• Project Planning & Execution:
  Provide administrative and operational support to the Executive Committee, including organizing meetings, preparing materials, documenting action items, and recording official meeting minutes. Serve as the primary point of contact for all cooperative purchasing activities. Coordinate with participating districts, organizations, and member schools to assess purchasing needs, timelines, and procurement schedules. Monitor and manage procurement cycles to ensure timely execution of bids, awards and contract renewals.
  
  Prepare, release, and manage RFPs, RFQs, and formal bid solicitations in compliance with USDA, NSLP, and Connecticut state procurement requirements.
• Budget Management:
  Evaluate vendor responses and provide award recommendations based on cost effectiveness, product quality, and regulatory compliance. Identify opportunities for cost savings and efficiency improvements across cooperative purchasing activities. Monitor trends in product pricing, availability, and market conditions to support informed purchasing decisions. Prepare reports summarizing cooperative purchasing activity, cost savings, and fiscal impact for district leadership and stakeholders.
• Scheduling:
  Develop and maintain procurement calendars aligned with district operational needs and cooperative timelines. Coordinate bid release dates, vendor deadlines, evaluation periods, and contract start dates. Ensure procurement milestones are met to prevent service disruptions.
• Stakeholder Management:
  Serve as the liaison between the Executive Committee, participating districts, vendors, and school nutrition programs. Communicate procurement timelines, expectations, and outcomes to all stakeholders. Provide guidance and training to participating districts and school nutrition staff on cooperative purchasing policies, procedures, and procurement best practices.
• Risk Management:
  
  Ensure all cooperative purchasing activities comply with federal (USDA, NSLP), state (Connecticut), and local procurement regulations. Maintain oversight of procurement documentation to mitigate audit, financial, and compliance risks. Ensure Buy American provisions and contract requirements are met.
• Team Leadership:
  Support the Executive Committee by facilitating coordination, documentation, and follow-up on cooperative initiatives. Promote collaboration and consistent procurement practices across participating districts. Assist in aligning cooperative purchasing goals with districts operational priorities.
• Quality Assurance:
  Obtain, maintain, and provide accurate nutritional information for all food products purchased through the cooperative, including CN labels, Ingredient statements, Product Formulation Statements (PFS), Allergen documentation, Buy American compliance documentation. Ensure product specifications meet USDA meal pattern requirements and district standards.
• Safety…