Inventory Assistant

Early Learning Essentials•Springville, UT

About The Position

This part-time position works 28 hours per week across 188 workdays at a preschool serving more than 500 students. The Inventory Assistant tracks and manages library books, classroom consumables, and teacher resource assets, maintaining orderly inventory practices and records in accordance with Head Start Performance Standards, the 2007 Improving Head Start for School Readiness Act, agency fiscal policies and procedures, and the agency’s school readiness plan. A typical workweek is Monday through Friday, with no more than 28 hours per week; during weeks with fewer than five working days, daily hours only apply. Under the direction of the Finance Director, the Inventory Assistant works with the Accounting Clerk and education staff to monitor inventory needs, make authorized purchases and requisitions, manage an online inventory and checkout system, prepare orders, maintain accurate records, and keep inventory areas secure, clean, and organized. The role also includes supporting staff training, agency activities, in-kind goals, and children’s safety as needed.

Requirements

One year of experience with automated computer systems, purchasing and/or fixed asset tracking, and inventory systems or similar applications.
Knowledge of computer programs and office technology, with skills in typing, filing, and organization.
Ability to analyze information and data logically and draw conclusions.
Flexibility in adapting to emerging technologies and changing agency needs.
Patience and active listening when assisting patrons with supply requisitions and checkout inquiries.
Strong organizational skills, attention to detail, and ability to work as a self-starter.
Analytical ability to interpret and apply laws, rules, regulations, policies, and procedures.
Ability to provide pertinent inventory reports within a reasonable time when requested.
Strong verbal and written communication skills and professional proficiency in English.
Ability to manage multiple tasks with competing deadlines and develop solutions with limited supervision.
Ability to establish and maintain effective working relationships with staff, community groups, related agencies, and other people.
Ability to assist in classrooms when needed and to report child abuse and health or safety concerns as described.

Nice To Haves

Associate degree in Library Management, Accounting, Finance, or Business, or an agency-approved equivalent combination of education and experience.
Applicants working toward a degree in a relevant field 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 from vendors, following procurement practices and agency policies.
Monitor and communicate needs for children’s library books, classroom consumables, and teacher resource room items to education leadership and coordinators; ensure purchases are pre-authorized and stay within allocated budgets.
Maintain contact with education administrative staff and solicit teacher feedback about needed items and the condition of checked-out items.
Ensure donated and purchased library and teacher resource items are age- and developmentally appropriate, and support the DLL Education Coordinator in ensuring resources are linguistically and culturally relevant to the children and families served.
Use the web-based inventory system to maintain complete, current, and accurate inventories of library books, classroom consumables, and teacher resources.
Record books and teacher resources available for checkout, assign inventory numbers, and apply barcoded inventory stickers to new items.
Schedule checkout times for teachers and Center Managers; fill and prepare orders for pickup, restock returned items, clean items when needed, and replace missing items.
Remove damaged or disposed items from inventory records and dispose of them as appropriate.
Send due-date reminders and late notices, coordinate with finance staff on applicable late fees, and add or remove patrons in Accessit to keep patron records current.
Stay current on inventory-system updates and maintain the outward-facing system carousel to spotlight available items.
Train Center Managers to navigate and use Accessit so they can train classroom staff to access and check out library and teacher resource materials.
Fill classroom consumable orders through the established ordering system and submit requisitions for additional supplies as needed.
Prepare inventory records and reports for insurance agents, auditors, or others upon request.
Maintain an accurate, auditable filing system; archive records in accordance with applicable federal requirements; draft correspondence and reports; process, review, update, organize, copy, and retrieve documents and records.
Keep the library, classroom consumables room, and teacher resource room secure, clean, and organized; sweep, mop, and vacuum the library and teacher resource room or arrange volunteers to do so.
Ensure inventory areas are secure upon departure.
Collaborate with other service areas to support seamless services to children and families and the agency’s mission and vision.
Attend and participate in staff and parent training sessions and other agency activities as directed or required.
Support in-kind goals by helping solicit volunteer services, donations of professional services, supplies, and other resources for the Head Start program.
Demonstrate understanding of child abuse and neglect and report suspected abuse to the Family & Community Services Director.
Provide temporary classroom assistance when needed to meet minimum child-to-staff ratios or ensure children’s safety.
Immediately report health and safety risks or concerns to leadership staff and/or through the internal work order system, and follow up appropriately.
Perform other job-related duties as assigned.