Inventory Assistant

POSITION SUMMARY:

Has major responsibility in tracking of library, classroom consumables, and teacher resource assets and carrying out inventory functions of those areas for the agency. Supports the Finance Director in maintaining orderly inventory records and practices in accordance with Head Start Performance Standards, the 2007 Improving Head Start for School Readiness Act, Early Learning Essentials' fiscal policies and procedures, and ensures services support the agency's school readiness plan.

Position is 188 workdays; a typical workweek is Monday - Friday with an expectation of no more than 28 hours per week. For weeks with less than five working days, daily hours only apply.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Under the direction of the Finance Director, works closely with the Accounting Clerk to make supply requisition requests and/or purchases from various vendors following established procurement practices and agency policies and procedures.

2. Responsible for monitoring and communicating needs for children's library books, classroom consumables, and teacher resource room items to the Education Services Director and/or Education Coordinators for purchase and availability for teacher checkout.

   • Ensure all purchases are pre-authorized.

   • Identifies and communicates needed children's books, classroom consumables, and teacher resource room items to the Education Services Director and/or Education Coordinators for purchase.

   • Stays within budget for funds allocated to the library, classroom consumables and teacher supply room.

   • Maintains contact with education admin staff to keep up with supplies, books and resources that are needed.

   • Solicits teacher feedback on items needed as well as conditions of checked out items.

   • Makes sure items in the library and teacher resource room that are donated or purchased are age and developmentally appropriate for the children we serve.

   • Supports the DLL Education Coordinator in ensuring that books and teacher resources available for checkout are linguistically and culturally relevant and representative of the children and families served.

3. Using a web-based inventory system, obtains and maintains a complete library, classroom consumables and teacher resource room inventory under the general direction of the Finance Director.

   • Maintains a comprehensive and accurate record of inventories of children's books and teacher resources available for checkout.

   • Assigns inventory number and places barcoded inventory stickers on all new children's books and teacher resource items.

   • Schedules days and times when teachers and/or Center Managers can come and check out items from the library, classroom consumables and teacher resource room.

   • Fills orders requested and prepares them for pickup and restocks items when returned.

   • Replaces missing items and cleans items returned if needed.

   • Periodically removes damaged or disposed books and teacher resources from inventory records and disposes said items.

   • Keeps the agency's inventory of library books, classroom consumables and teacher resources current and up to date.

   • Sends out due date reminders and late notices to library patrons.

   • Works with the finance service area staff when there are late fees that need to be imposed.

   • Prepares and submits inventory records and reports to insurance agents, auditors, etc. if requested.

   • Add or delete patrons on Accessit to keep the list current.

   • Stay current on all inventory system updates and maintains the outward facing system carousel to periodically spotlight items available.

   • Trains Center Managers on how to navigate and use Accessit so they can train classroom staff on accessing and checking out library and teacher resource materials.

4. Fills classroom consumable orders using the established ordering system.

   • Gets all orders prepared for pick up from center managers or designated personnel.

   • Submits requisitions for additional supplies from a variety of vendors as needed to maintain stock.

5. Maintains an accurate and auditable filing system.

   • Ensures any records are archived by federal requirements if applicable.

6. Writes or drafts email correspondence, reports, documents and/or other written materials as directed.

   • Prepares and/or processes documents; review for accuracy and completeness; update information and/or evaluate against policy; compare elements for consistency or logical relationships, etc.

   • Formulates written communication or reports.

   • Maintains and/or creates files or record keeping systems. Sorts, labels, files, and retrieves documents, or other materials.

   • Copies and collates documents, sends faxes and performs similar office tasks as needed.

7. Maintains the library, classroom consumables and teacher resource room secure, clean, and organized

   • Responsible for the sweeping, mopping, and vacuuming of the library and teacher resource room or gets volunteers scheduled with the Community Outreach and volunteer Coordinator to perform that task as needed.

   • Ensures the library, classroom consumables room and teacher resource rooms are secure after departing.

8. Collaborates with other service areas to ensure seamless services to children and families and ensures we are staying true to our mission and vision. Attends and participates in staff and parent training sessions, as directed, i.e. pre-service, orientations, in-service training meetings and other agency activities as required.

9. Supports the achievement of in-kind goals by actively participating in the solicitation of in-kind services and donations to the Head Start program including, but not limited to, encouraging community members and organizational contacts to volunteer, provide donations of professional services, supplies, and anything else needed to support the Head Start program.

10. Demonstrates understanding of child abuse/neglect. Reports suspected child abuse to the Family & Community Services Director.

11. Expected to provide temporary assistance in the classrooms to meet minimum child to staff ratios, or to ensure the safety of children, in the absence of sufficient Education and Child Development Service Area staff. Staff from any service area working or present at a center when the need arises will be called upon first, with Administrative Office staff being utilized if insufficient staff are present on site.

12. Expected to assist the agency in maintaining safe and healthy environments for children and staff by immediately reporting health and safety risks/concerns or potential concerns to a leadership staff member and/or via our internal work order system and follow up with appropriate staff in a timely or appropriate manner.

13. Other job-related duties as assigned may be necessary to carry out the responsibilities of this position.

QUALIFICATIONS:

• AA Degree in Library Management, Accounting, Finance, or Business is preferred. Or an agreed upon equivalent of education and experience combined that supports high quality implementation of job responsibilities as determined by the agency (Any college transcript must be attached to the employment application). Applicants working towards a degree in the above fields may be considered at the discretion of the agency.

• One year experience with:

  1. automated computer systems

  2. purchasing and/or fixed asset tracking

  3. Inventory systems or similar applications

One year of relevant experience may be considered as a substitute for each year of required education. Conversely, one year of relevant education at the undergraduate level may be considered as a substitute for one year of required experience at the discretion of the agency.

KNOWLEDGE/SKILLS/ABILITIES:

• Use logic to analyze or identify underlying principles, reasons, or facts, associated with information or data to draw conclusions.

• Flexibility to embrace emerging technologies and shifting agency needs.

• Patience and active listening to assist patrons with complex inquiries dealing with supply requisitions and checkout processing.

• Self-starter with exceptional organizational skills and keen attention to detail.

• Analytical skills being able to interpret and apply laws, rules, regulations, policies and procedures.

• Must be able to furnish pertinent inventory reports upon request within a reasonable length of time.

• Skills in typing, filing, and organizational abilities.

• Working knowledge of computer programs and office technology.

• Strong communication skills, both verbal and written.

• Ability to manage multiple tasks with competing deadlines and to develop solutions to problems with limited supervision.

• Ability to write and speak the English language in a proficient and professional manner to meet requirements of the job.

• Ability to establish and maintain effective working relationships with staff, community groups, and other related agencies and people.

EARLY LEARNING ESSENTIALS. RESERVES THE RIGHT TO REVISE THIS JOB DESCRIPTION AT OUR DISCRETION WITH OR WITHOUT NOTICE AT ANYTIME.