Inventory Assistant

Early Learning Essentials•Springville, UT

About The Position

The Inventory Assistant is a part-time position of 28 hours per week and 188 workdays, typically Monday through Friday. The position tracks library books, classroom consumables, and teacher resource assets and carries out inventory functions for the agency. It maintains orderly inventory records and practices in accordance with Head Start Performance Standards, the 2007 Improving Head Start for School Readiness Act, and Early Learning Essentials' fiscal policies and procedures, while supporting the agency's school readiness plan. Under the direction of the Finance Director, the Inventory Assistant works with accounting and education staff to procure, track, organize, and distribute books, classroom supplies, and teacher resources. The role maintains inventory records using a web-based system, supports checkout services, keeps relevant spaces secure and organized, and performs related administrative and reporting duties. The position may also provide temporary classroom assistance when needed for child-to-staff ratios or child safety, report suspected child abuse and safety concerns, and participate in agency activities and in-kind donation efforts.

Requirements

One year of experience with automated computer systems.
One year of experience with purchasing and/or fixed asset tracking.
One year of experience with inventory systems or similar applications.
Ability to analyze information or data using logic to draw conclusions.
Flexibility in adapting to emerging technologies and changing agency needs.
Patience and active listening when assisting patrons with supply requisitions and checkout questions.
Strong organizational skills, attention to detail, and ability to work independently.
Ability to interpret and apply laws, rules, regulations, policies, and procedures.
Ability to provide pertinent inventory reports upon request within a reasonable time.
Typing, filing, and organizational skills; working knowledge of computer programs and office technology.
Strong verbal and written communication skills and proficient, professional use of English.
Ability to manage competing tasks and deadlines and develop solutions with limited supervision.
Ability to establish and maintain effective working relationships with staff, community groups, related agencies, and other people.
An Associate degree in Library Management, Accounting, Finance, or Business is preferred; an equivalent combination of education and experience may be accepted at the agency's discretion. Applicants working toward a relevant degree may be considered at the agency's discretion.
One year of relevant experience may substitute for each year of required education; one year of relevant undergraduate education may substitute for one year of required experience at the agency's discretion.

Nice To Haves

Associate degree in Library Management, Accounting, Finance, or Business.
Equivalent combination of education and experience supporting high-quality performance of the job responsibilities.
Applicants currently working toward a relevant degree may be considered at the agency's discretion.

Responsibilities

Work under the direction of the Finance Director and coordinate with the Accounting Clerk on supply requisitions and purchases, following procurement practices and agency policies.
Monitor and communicate needs for children's library books, classroom consumables, and teacher resource room items to education staff; obtain teacher feedback on needed items and the condition of checked-out items.
Ensure purchases are pre-authorized and stay within budgets allocated to the library, classroom consumables, and teacher supply room.
Ensure donated and purchased books and teacher resources are age- and developmentally appropriate, and support the DLL Education Coordinator in ensuring materials are linguistically and culturally relevant to children and families served.
Use a web-based inventory system to establish and maintain complete, accurate, and current inventories of library books, classroom consumables, and teacher resources.
Maintain comprehensive inventory records for books and teacher resources available for checkout; assign inventory numbers and apply barcode stickers to new items.
Schedule checkout times for teachers and Center Managers, fill and prepare orders for pickup, restock returned items, replace missing items, and clean returned items as needed.
Remove damaged or disposed books and resources from inventory records and dispose of those items.
Send due-date reminders and late notices, work with finance staff on late fees, and keep patron records current in Accessit.
Stay current on inventory system updates and maintain the system's outward-facing carousel to spotlight available items.
Train Center Managers to use Accessit so they can train classroom staff to access and check out materials.
Fill classroom consumable orders using the established ordering system and submit requisitions to maintain stock.
Prepare inventory records and reports for insurance agents, auditors, or others when requested.
Maintain accurate and auditable filing and recordkeeping systems, archive records in accordance with applicable federal requirements, and prepare, review, update, file, retrieve, copy, collate, or transmit documents as needed.
Draft written correspondence, reports, and other materials as directed; review documents for accuracy, completeness, and consistency with policies.
Keep the library, classroom consumables room, and teacher resource rooms clean, secure, and organized; sweep, mop, and vacuum these spaces or coordinate volunteers to do so.
Secure the library and resource rooms after departing.
Collaborate with other service areas and participate in staff and parent training sessions, orientations, in-service meetings, and other agency activities as directed or required.
Support in-kind goals by encouraging community members and organizational contacts to volunteer or donate services, supplies, and other resources for the Head Start program.
Recognize and report suspected child abuse to the Family & Community Services Director.
Provide temporary classroom assistance when needed to meet minimum child-to-staff ratios or ensure child safety, as called upon under the agency's staffing procedures.
Immediately report health and safety risks or concerns to leadership staff and/or through the internal work order system, and follow up with appropriate staff.
Perform other job-related duties as assigned.