Receiving Dock and Purchasing Assistant

Museum Core•Indianapolis, IN

22d•Onsite

About The Position

The Receiving Dock and Purchasing Assistant for The Children’s Museum of Indianapolis is responsible for ensuring consistent and efficient daily operations of the receiving dock and centralized purchasing functions. The incumbent processes incoming, outgoing, and internal mail and assists in selecting and distributing needed supplies and materials throughout the Museum as efficiently and economically as possible. The Children’s Museum is fiercely devoted to our Diversity, Equity, Accessibility, and Inclusion (DEAI) efforts. Together we are building and sustaining an inclusive culture that encourages, supports, and celebrates differences.

Requirements

Requires high school diploma or equivalent.
Valid Indiana driver's license and experience with driving passenger vehicles.
Ability to work independently with little oversight and direction.
Mature disposition and a self-starter.
Ability to learn how to safely and consistently operate forklift and power pallet jack
Punctuality and reliability are essential.
Must be willing to learn accounting and purchasing software as well as mail operating systems.
Requires attention to detail and knowledge of data processing and data management.
Ability to process orders using the internet.
Strong verbal and written communication skills to be able to work professionally with staff and vendors.
A team player.
Problem-solving skills to independently deal with issues involving purchase orders, centralized purchasing functions, and discounting.
Proficiency in the use of Microsoft Office (especially Outlook, Word, and Excel.)
Demonstrated appreciation and respect for confidentiality of information.
Requires knowledge and use of general office equipment, copy machine, scanner, and handheld radio.
Ability to work in a physical environment with exposure to dirt, dust, odors, paper and plastic debris.
Responsibilities include sweeping, dusting mopping and general cleanliness of the dock space.
Must be able to safely lift objects of 50lbs regularly and occasionally objects up to 75lbs.
Must be able to perform extensive work in indoor and outdoor environments, to perceive space, to read documents, invoices, POs, and to view computer monitor.
Must be able to communicate in planning and execution of shipping and receiving projects; strong presentations of ideas. Team and group dialog required.
Must be able to safely and properly use equipment and materials; to kneel, sit, traverse the building and campus, or stand for prolonged periods of time daily.
Required ability to visit and work at multiple locations.
Must possess ability to negotiate local and regional travel via conventional transportation.

Responsibilities

Processes daily mail pick-up and delivery; arranges and organizes outgoing mail to include final postage application, express delivery, certified, package and shipment preparation.
Sorts and distributes daily incoming mail to departments and workspaces throughout the facility.
Staffs the dock entrance weekdays 8am – 4pm.
Serves as initial contact person for staff, UPS, FEDX, USPS and Freight Lines.
Maintains a safe clean and secure work environment for staff and volunteers.
Assist coworkers with outbound and internal deliveries.
Unloads incoming shipments and verifies contents against packing slips or purchase orders and inspects goods for damage or defects.
Maintains keen awareness of suspicious packages, letters and/or deliveries, as well as the appropriate actions to take to ensure safety is maintained.
Documents incoming and outgoing materials including logging in packages and communicating arrivals to recipients; prepare outgoing packages by selecting the most efficient transit method; package and ship international and domestic mail and shipments.
Maintains and operates museum vehicles. This includes fueling, coordinating vehicle maintenance and repairs, authenticating usage against authorized drivers, and recording van reservations.
Assists in processing low value purchase requisitions for order placement. This includes verifying that proper spending level authorizations are maintained, verifying receipt of deliveries and quantities, and reviewing the credibility and appropriateness of account numbers used for expenditures.
Researches backorders, delays, and problems with vendors. Communicates back to appropriate staff member the status of their orders. Recommends alternative products for backordered or unavailable items.
Creates and maintains files for pending and completed purchase orders, packing slips, and pending expenditures.
Works directly with accounts payable to reconcile purchase orders and additional information regarding the item, quantity, condition, etc.
Assists in implementing dock and centralized purchasing operating procedures keeping in compliance with policy while supporting a safe workplace environment.
Maintains accurate records of credit card logs, reviews receipts for signatures, proper account codes, and signing authority in accordance with museum policy.
Prepares the receiving dock to open for business daily.
Oversees ordering of department supplies and materials needed in support of Finance Team functions.