DESCRIPTION

This position performs work on assignments not limited to ordering, receiving, storing, and issuing materials, supplies, and equipment as well as maintaining electronic records of supply transactions for the Department of Education Division of Property and Procurement. Supervision is received from the Director of Property and Procurement. Incumbent must verify electronically or manually that supplies received are listed on requisitions and invoices and ensure that supplies and equipment are stored in a computer database or other designated area. This employee is responsible for the entire layout of the warehouse and all items therein. Work is reviewed for efficiency and effectiveness by the supervisor.

DUTIES AND RESPOSNIBILITES (NOT ALL INCLUSIVE)

• Responsible for acquisition, distribution and storage of all office and school supplies;
• Responsible for organization of all stored supplies and their distribution on a needs basis;
• Responsible for compiling and maintaining an electronic or manual inventory of all supplies pickups and drop off;
• Assumes responsibility for organizing , updating and maintaining inventories and records of all office and school supplies in the warehouse;
• Plans layouts of warehouse and other storage areas considering turnover, size, weight and related factors;
• Advises employees on methods and use of equipment in handling and storing problems;
• Studies, records and recommends remedial action for reported non-usable, slow-moving excess stock;
• Schedules the pickup of materials with other schools, activity centers and other locations;
• Schedules work for special and periodic inventories;
• Traces history of items to determine reasons for discrepancies between inventory and stock-control records;
• Ensures and facilitates the appropriate actions for any inconsistency between purchase orders and shipments received or due action requests in regards to damaged items or shortages;
• Ensure that reporting and internal control systems are functioning and all relevant records are properly maintained;
• Ability to supervise warehouse staff (i.e. laborers and drivers)
• Performs other related work or duties as required.

KNOWLEDGE, SKILL AND ABILITIES

• Knowledge of warehousing and storage requirements involved in stocking a variety of materials, accurately counting items/supplies, picking up orders, packing required items/supplies  and delivery process;
• Knowledge of warehouse supplies receiving and storage;
• Knowledge of record keeping practices and methods;
• Knowledge of federal safety guidelines;

POSITION: CONTRACTS ADMINISTRATOR

DESCRIPTION

Under the direction of the Legal Counsel, the Contract Administrator performs highly responsible and specialized duties related to the Virgin Islands Department of Education’s contractual needs and directs all activities concerned with contractual agreements. The Contract Administrator is primarily responsible for drafting, developing, administering, and managing all contractual agreements and amendments for the Department including but limited to contracts for purchases, materials or services; memorandums of agreement and understanding between agencies of the Government; interagency agreements; and sub-grantee agreements.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Plans, organizes and directs the administration of contracts in order to ensure efficient and effective functioning within the framework of Departmental needs in accordance with laws, rules, regulations and policies;
• Monitors performance throughout the life of the contractual agreements and manages a database used to track and monitors all contractual agreements;
• Initiates and continues correspondence with the contractors and vendors throughout the contractual process and examines supporting contractual documents to ensure requirements are met;
• Drafts and develops contractual agreements including developing scopes of work and compensation plans;
• Prepares change orders, options to renew, amendments and supplemental agreements as necessary during the life of contracts;
• Maintains security precautions that relate to the preclusion of dissemination or disclosure prior to negotiations of confidential or official information contained in applicable contract files;
• Performs related work as required.

KNOWLEDGE, SKILL AND ABILITIES

• Knowledge of federal and local laws and regulations  and procedures governing contract administration;
• Knowledge of procurement rules and regulations and rules of Government contracting;
• Excellent skills in communicating clearly and effectively in English, including writing clear and concise documents.
• Proficient in Microsoft suit, access and excel programs;
• Conversant with regulatory, legislative and procedural changes;
• Must be flexible, proactive, highly motivated, resourceful, professional and efficient;
• Ability to work independently with little or no supervision;
• Ability to draft contractual language outside of the standard required language based on Government’s needs;
• Ability to develop and maintain effective working relationships with members of the Department’s staff and other external entities and bodies;

• Ability to exercise sound, independent judgment in carrying out functions of the position.

POSITION: CONTRACTS SPECIALIST

DESCRIPTION

This is professional work that involves the monitoring and/ or managing of the policies and procedures as it pertains to the procurement of supplies, equipment and services. Under the direction of the Director of Property and Procurement, the Contract Specialist would assist in the development and management of contract files, development of request for proposals, monitoring vendor performance, terminations and close outs and other duties as it relates to the Virgin Islands Department of Education’s procurement contractual needs.

DUTIES AND RESPOSNIBILITES (NOT ALL INCLUSIVE)

• Monitors and evaluates for Department’s local and federal compliance with approved program activities;
• Assists with planning and developing operating procedures and policies which support the goals and objectives of the division;
• Disseminates information on federal mandates, regulations and guidelines;
• Compiles statistical data to support all activities and to calculate program effectiveness;
• Monitors all phases of activities to ensure compliance with federal and local laws;
• Conducts research and prepares reports;
• Communicates on behalf of program with relevant stakeholders;
• Examines and verifies correctness of or establishes authenticity of records;
• Keeps immediate supervisor informed;
• Performs other related duties as required.

KNOWLEDGE, SKILL AND ABILITIES

• Excellent skills in communicating clearly and effectively in English, including writing clear and concise documents.
• Excellent organizational and analytical skills;
• Proficient in Microsoft suit, access and excel programs;
• Must be flexible, proactive, highly motivated, resourceful, professional and efficient;
• Ability to establish and maintain effective working relationships and facilitate meetings;
• Strong written, oral and interpersonal skills;
• High level of critical and reasoning skills;
• Ability to work independently with little or no supervision;
• Ability to exercise sound independent judgment in carrying out functions of the position;
• Ability to develop, update and/or edit policy and procedures;
• Ability to consistently complete assigned task in a timely manner;
• Ability to write reports detailing daily, weekly and monthly activities;
• Ability to document meeting minutes.

Contracts Specialist                                                                                         Page 2

POSITION: COOK II

DESCRIPTION

The employee in this position provides supervisory and general duty cooking at a school institutional kitchen. Work in this class differs from that of Cook I primarily in the greater degree of responsibility for planning and scheduling food preparation. General supervision is received from the Kitchen Manager who prescribes menus, but the employee is expected to use knowledge acquired through training and experience in making independent decisions with regard to type of meals served, method of food preparation, and supervising employees in the kitchen.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Supervises and participates in the preparation of various types of meals for large numbers of persons at a school.
• Prepares and seasons food for cooking; cooks food, prepares or supervises the preparation of meals according to instructions from the Kitchen Manager.
• Instructs subordinate cooks in the preparation of certain portions of a menu, and in the proper performance of their duties.
• Assists the Kitchen Manager in estimating food needs and in requisitioning supplies.
• Operates large gas and electric cooking ranges, and ensures that they are properly used and maintained.
• Lifts heavy pots and caldrons while preparing food.
• Performs related work as required.

FACTOR I: KNOWLEDGE AND ABILITIES REQUIRED

• Considerable knowledge of the equipment, utensils, and materials used in preparing and serving of large quantities of food.
• Knowledge of the care and cleaning of kitchen equipment.
• Knowledge of the practices and techniques of large-scale kitchen management.
• Knowledge of food values and nutrition.
• Ability to plan, supervise and coordinate the work of cooks and food service workers engaged in preparing and serving meals.
• Ability to make time and material estimates for food preparation and service.
• Ability to follow oral and written instructions.
• Ability to establish and maintain effective working relationships with all persons contacted in the course of the work.
• Ability to work for long hours while standing.
• Ability to lift up to 70 (seventy) pounds or more.
• Good physical condition, sufficient to permit working long hours in the kitchen, and the performance of moderately heavy lifting. Skill in cooking a wide variety of foods.

FACTOR II: SUPERVISORY CONTROLS

• The Cook II works under the supervision of a kitchen manager who assigns work, advises of changes of procedures, and is available for assistance when required;
• Routine work is performed, with some degree of independence, or under the direction of the kitchen manager who also evaluates the work through inspection of cooking process and quality of foods prepared.

FACTOR III: GUIDELINES

• Occupational Safety Health Administration (OSHA) and Food and Drug Administration (FDA) laws and guidelines must be followed.