Inventory Assistant
Early Learning EssentialsPOSITION 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: 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. 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. 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. 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. Maintains an accurate and auditable filing sy…