Cost and Inventory Control Associate

Director of Development

Opening Date: 5/20/26 Closing Date: Opened until filled Employment Type: Full-time/Non-exempt Starting Pay: $45,000 - $55,000

Overview Of General Responsibilities And Duties

Responsible for increasing levels of efficiency and accuracy while managing the flow of inventory and merchandise handling processes. Compiles data and operates a computer to maintain Food Bank records and generate reports. The Cost & Inventory Control Associate supports the efficient management of food resources by maintaining accurate inventory records, monitoring costs, and ensuring proper tracking of donated and purchased goods. This role collaborates closely with finance and operations teams to support ordering, cost control, and compliance with grant and funding requirements, ensuring responsible stewardship of all resources.

Inventory Management & Control

• Oversee all inventory control procedures for inbound and outbound products, ensuring accuracy, timeliness, and integrity of all data within the Food Bank's inventory software.
• Track and maintain accurate records of all food inventory, including donated and purchased items.
• Perform routine cycle counts and participate in full physical inventory audits; promptly investigate and resolve discrepancies.
• Monitor stock levels, product movement, and expiration dates to minimize waste and ensure product freshness.
• Ensure all inventory items are properly identified, organized, and accessible to support efficient order pulling and distribution.
• Monitor staging areas to ensure orders are accurately stacked, tagged, and counted; adjust inventory as needed for accuracy.
• Notify the Operations Manager of understocked items, outdated products, unorganized pallets, or conditions that affect food quality or availability.
• Responsible for supporting the year-end inventory process and contributing to departmental goals.

Procurement, Ordering & Financial Coordination

• Oversee the procurement process for Food Bank orders, ensuring all purchases are accurately documented, approved, and submitted to Finance in a timely manner.
• Verify budget availability with the Food Bank Director and API Financial Director prior to purchases.
• Prepare and submit purchase requests in alignment with organizational approval processes and procurement policies.
• Collaborate with finance and procurement teams to support purchasing decisions and cost-control efforts.
• Track the value of donated and purchased food items in accordance with organizational and funder guidelines.
• Identify pricing trends, vendor options, and cost-saving opportunities.
• Maintain organized records of purchase orders, invoices, receipts, and related documentation for audit readiness.

Purchasing Authority & Compliance Controls

• Initiate purchase requests and orders within established approval thresholds.
• Coordinate with supervisors or finance staff for approvals exceeding designated limits.
• Ensure compliance with procurement policies, including competitive pricing and required vendor documentation.
• Maintain accurate, audit-ready documentation for all purchasing and inventory activities.

Grant Compliance & Reporting

• Track inventory and purchases tied to specific grants or funding sources.
• Ensure proper documentation, cost allocation, and adherence to grant requirements.
• Support preparation of reports for funders, including inventory usage, distribution metrics, and cost data.
• Maintain accurate records to support audits, monitoring visits, and internal reviews.

Food Distribution & Warehouse Support

• Coordinate with warehouse and program staff to ensure proper allocation and distribution of food resources.
• Assist with receiving, storing, staging, and distributing food products as needed.
• Support inventory planning to align with community needs and program demands.

Data Management & Reporting

• Prepare regular reports on inventory levels, usage, loss, ordering trends, and operational performance.
• Maintain accurate records for internal tracking, financial reporting, and compliance.
• Use data to identify trends and recommend operational improvements.

Compliance, Safety & Quality Assurance

• Follow all food safety, handling, and storage regulations.
• Ensure adherence to organizational policies, internal controls, and audit standards.
• Support documentation and readiness for inspections, audits, and grant compliance reviews.
• Maintain a clean, organized, and compliant warehouse environment.

Training, Collaboration & Staff Support

• Provide training to staff and volunteers on inventory control, ordering procedures, and compliance requirements.
• Work closely with finance, operations, and program teams to support efficient and accountable processes.
• Attend and participate in training opportunities, staff meetings, and professional development activities.
• Obtain and maintain required certifications, including food safety and related credentials.

Qualifications

Education: Bachelor's degree in supply chain management, business administration, logistics, finance, or a related field required (master's degree preferred)

• Minimum of 5–7 years of progressive experience in inventory control, procurement, warehouse operations, or supply chain management
• Demonstrated experience managing purchasing processes, vendor relations, and contract negotiations
• Strong knowledge of procurement policies, financial controls, and budget management
• Proven track record of improving inventory accuracy, reducing costs, and optimizing supply chain processes

Experience: In a nonprofit, food bank, or high-volume distribution environment preferred. Experience with inventory management systems and ERP platforms (e.g., SAP, Oracle, or similar)

Computer Skills To perform this job successfully, an individual should have knowledge of Inventory software, spreadsheet, and word processing software. Must be able to operate Food Bank specialized software within 90 days of hire.

Certificates & Licenses It is the employee's responsibility to obtain and keep current all licenses, certifications, physicals, etc., at all times. None required. Forklift certification is preferred.

Other Requirements Employee must be able to type at least 50 words per minute. Must be able to work as a team member and relate well to a wide variety of people. Employee must be able to pass a criminal records background check and substance abuse tests.

General Requirements A valid driver's license and a good driving record are required. Employee must have reliable transportation to conduct agency business. Applicant must have:

• Must successfully pass a Fit for Duty Test

Conditions Of Employment Background check with the state and Federal law enforcement agencies required. Selected applicants must submit to a pre-employment substance abuse screening test and receive a negative result for the use of drugs and alcohol as specified in agency policies. Must submit and receive negative results for random testing of the same. The employee must have a valid North Carolina Driver's License. Must be able to pass a post-offer physical examination. Action Pathways, Inc. is an "at-will" employer. Either the employee or Action Pathways, Inc. may terminate the employment arrangement at any time, with or without cause. Management has the exclusive right to alter this job description at any time without notice. The job description or announcement is not an employment agreement or contract.

Employee Benefits Package:

• Competitive pay with periodic Cost of Living Adjustments (COLA)
• Zero-cost Health, Dental, Vision, Life Insurance, Short-Term Disability (Employee only)
• Retirement plan with 100% employer matching
• Paid Vacation/Sick/Personal leave
• 13 Paid Holidays
• Winter break (2 weeks w/leave)
• Paid professional development training
• Education assistance
• Auto mileage reimbursement for official travel
• Employee discounts