Inventory & Accounts Specialist - Portland, United States - All Good Northwest

Description

Job Description

Job Title: Inventory & Accounts Specialist

Department: Finance / Administration

Reports to: Director of Finance

Salary Grade/Level/Family/Range: $65,000

Effective Date: 29-Apr-24

FLSA (Fair Labor Standards Act) Classification: Exempt

This role requires in-office hours and does not offer hybrid or work-from-home options.

Job Summary: The Inventory & Accounts Specialist supports the finance team by overseeing the ordering, storing, receiving, and distributing processes of materials and supplies within the accounting system. The Inventory & Accounts Specialist controls the flow of supplies and equipment, tracking, and analyzing inventory maintenance, and developing protocols for loss mitigation. The Inventory & Accounts Specialist is responsible for proper inventory expense allocation to the appropriate program within the financial software. As the first point of contact for the organization, the Inventory & Accounts Specialist assists people at the front door and connects them with the person, product, or service they seek.

Duties/Responsibilities:

• Track and record incoming and outgoing inventory, ensuring accurate inventory counts weekly.
• Reorder supplies when levels fall below tolerance supply thresholds.
• Provide backup accounting and bookkeeping duties as needed to cover for other staff members in the finance department.
• Organize and maintain the inventory shelves, allowing for easy access and visibility.
• Assist others with lifting heavy or awkward objects to ensure safety of people and protection of items, furniture, vehicles, and buildings.
• Greet people at the front door and provide friendly customer service.
• Use internal phone system to page reception or appropriate parties.
• Conduct transactions with the public for selling merchandise both in the office and at events.
• Work with program leaders to ensure their site supplies needs are being met.
• Work with staff and hired movers to locate, designate, and record move-in supplies and furniture for participants as they are moved into their new homes.
• Record all transactions in QuickBooks Online, ensuring accuracy.
• Run inventory and expense reports within QuickBooks Online to share with the finance team.
• Research more effective and efficient ways to meet the inventory needs of our programs, staff, and participants.
• Support the finance team with various projects, including manual check printing, reconciliations, pulling reports, data entry, etc.
• Other duties as assigned.

Supervisory Responsibilities:

None at the Specialist level.

Required Experience:

• At least 3 years of QuickBooks Online experience.
• At least 2 years of inventory experience, preferably within QuickBooks Online.
• At least 2 years of experience in customer service or office management.
• At least 2 years of experience with Microsoft programs, including SharePoint, Teams, Outlook, Word, and Excel.
• At least 1 year of prior non-profit work experience is preferred.

Required Education:

• High School Diploma or GED. Bachelor's degree in any subject preferred.

Required Skills/Abilities:

• Ability to work in a highly detailed position with accuracy and demonstrated organizational skills.
• Ability to perform basic accounting and bookkeeping duties such as reconciliations, month-end reporting, and self-auditing.
• Ability to use proper discretion and maintain confidentiality regarding sensitive financial and employee information within the Finance Department.
• Ability to problem solve and work on a team.
• Ability to manage own time and prioritize weekly and daily tasks.
• Ability to propose new ways of creating efficiencies.
• Ability to display a non-judgmental attitude, and a willingness to learn new skills.
• Ability to communicate clearly and concisely both verbally and in writing.
• Ability to work courteously with the public, participants, and co-workers.
• Ability to maintain accurate records and necessary paperwork.
• Ability to learn and apply training instruction.
• Ability to maintain appropriate boundaries.
• Ability to effectively interact with co-workers and participants with diverse ethnic backgrounds, religious views, political affiliation, cultural backgrounds, lifestyles, and sexual orientations, treating everyone with respect and dignity.
  
  

Additional eligibility requirements:

• Must be able to work in a drug free environment
• Sufficient manual dexterity and physical ability to perform assigned task
• Must be able to pass TB test
• Must be able to pass a background check upon hire

Work environment:

Working indoors and outdoors in heat and cold | Slippery and uneven walking surfaces | Working in close proximity to others | Exposure to offensive odors

Physical Requirements:

Ability to lift up to 45lbs | Bending, stooping, reaching | Sitting for extended periods of time | Standing for extended periods of time

Travel required:

Occasional travel to and from other work sites up to 20% of the time.

Competencies:

• Accountability – Accountable for measurable, high-quality, timely, and cost-effective results.
• Problem Solving / Decision Making – Identifies and analyzes problems weighing the relevance and accuracy of available information. Generates and evaluates alternative solutions and makes effective and timely decisions.
• Quantity / Quality of Work – Pays close attention to detail. Strives to achieve accuracy and consistency in all tasks.
• Computer Skills – Uses computers, software applications, databases, and automated systems to accomplish work.
• Writing – Communicating effectively in writing as appropriate for the audience's needs.
• Time Management – Managing one's own time and the time of others.
• Efficiency: Planning, managing time well, being on time, being cost conscious, thinking of better ways to do things.
• Systems Evaluation – Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
• Speaking – Talking to others to convey information effectively.
• Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
• Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Collegiality: Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
• Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.