Materials Management Coordinator

City of New York • New York, NY

10h • Hybrid

About The Position

The Materials Management Coordinator functions as the operational nexus for materials coordination, procurement tracking, and inventory management activities supporting operational units across the Department. The position requires ongoing coordination with internal staff, vendors, and system administrators to ensure that operational resources are properly requested, tracked, and distributed in accordance with agency procedures. Under general supervision, with some latitude for independent initiative and judgment, key responsibilities of the Materials Management Coordinator are:
- Coordinating and fulfilling operational requests for materials and supplies by administrative and field personnel across multiple agency locations.
- Monitoring and tracking expenditures associated with materials and supplies, reconciling invoices, and preparing periodic spending reports to support compliance with approved budgets and internal control requirements.
- Entering and maintaining purchase requisitions and inventory records within the Agency’s tracking systems while ensuring the accuracy and integrity of procurement data.
- Coordinating with Information Technology staff and vendors regarding system functionality, procurement tracking processes, and inventory management systems.
- Maintaining records related to inventory levels, distribution activities, and materials usage to support internal fiscal controls and operational accountability.

Requirements

• A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
• An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or
• Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above.
• Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Responsibilities

• Coordinating and fulfilling operational requests for materials and supplies by administrative and field personnel across multiple agency locations.
• Monitoring and tracking expenditures associated with materials and supplies, reconciling invoices, and preparing periodic spending reports to support compliance with approved budgets and internal control requirements.
• Entering and maintaining purchase requisitions and inventory records within the Agency’s tracking systems while ensuring the accuracy and integrity of procurement data.
• Coordinating with Information Technology staff and vendors regarding system functionality, procurement tracking processes, and inventory management systems.
• Maintaining records related to inventory levels, distribution activities, and materials usage to support internal fiscal controls and operational accountability.

What This Job Offers

• Job Type: Full-time
• Career Level: Principal