Penn State Job Catalog

Additional levels that exist for this job profile can be seen below.
Missing levels within the leveling matrix can be added based on business need.

The defined natural career progression within or between job profiles.

Inventory Control and Distribution

The Inventory Operations Specialist monitors and maintains inventory systems and resource availability; coordinates supply requests, order tracking, and distribution-related activities; analyzes inventory levels and forecasts demand; researches product availability and alternatives; resolves inventory and order discrepancies; supports quality assurance, vendor performance, and sustainability initiatives.

Typical work activities

• Monitor inventories of supplies, equipment, products, materials, and other resources; coordinate with management and internal customers to assess inventory needs
• Establish and maintain appropriate stock levels; recommend adjustments based on usage patterns, seasonal fluctuations, anticipated demand, and obsolete or excess inventory
• Maintain inventory databases and related systems; enter and update product descriptions, nomenclature, pricing, inventory codes, and other records; ensure inventory information is accurate, complete, and current
• Coordinate and document inventory audits and reconciliations; review inventory records for accuracy; investigate discrepancies between recorded and reported inventory levels; coordinate corrective actions to resolve identified issues
• Coordinate the administrative processing of supply, equipment, product, and material requests; monitor order status, invoices, and delivery schedules
• Communicate with vendors, suppliers, and internal stakeholders regarding order fulfillment; investigate and resolve order, invoice, delivery, and stock issuance discrepancies or refer unresolved issues to management
• Analyze inventory usage, stock levels, turnover, and anticipated needs; prepare and review inventory reports; identify trends, potential shortages, and opportunities to improve inventory management; recommend adjustments to replenishment strategies, resource allocation, and inventory practices
• Monitor supplier lead times, product availability, fulfillment trends, and vendor performance; identify potential supply interruptions and recurring service issues; communicate inventory requirements and availability concerns to management and vendors; recommend alternative sources, products, or replenishment strategies to maintain continuity of supply
• Research product specifications, availability, pricing, and alternatives; communicate relevant product information to internal customers, including product line changes, recalls, discontinuations, and new offerings; recommend suitable alternatives, including environmentally preferable products, when available
• Coordinate administrative and logistical aspects of product take-back, reuse, recycling, and other reverse logistics programs; identify opportunities to reduce waste, extend product life cycles, minimize consumption of new materials, and improve sustainable resource management practices
• Support internal controls and inventory accountability by maintaining appropriate records, monitoring compliance with established procedures and applicable requirements, identifying control weaknesses, and recommending corrective actions to improve accuracy, consistency, and accountability
• Evaluate inventory management systems, procedures, and workflows to identify opportunities to improve data accuracy, reporting capabilities, operational efficiency, and consistency; recommend and assist with implementing system enhancements and process improvements
• Develop and maintain inventory procedures, reference materials, and process documentation; communicate inventory management requirements to internal customers; provide guidance on inventory systems, request procedures, and established practices
• Support quality assurance and continuous improvement initiatives by evaluating product quality, order accuracy, and service levels; identify recurring issues; recommending corrective actions, product standardization, inventory consolidation, and other strategies to improve purchasing efficiency and balance organizational needs, product quality, availability, and cost

• Assist in evaluating, qualifying, and recommending vendors and alternative products in collaboration with management and internal customers; maintain supporting documentation and coordinate with appropriate personnel to address vendor performance concerns and inventory-related compliance issues
• May supervise staff members, including hiring, development, and performance management

Level:

– Advanced Professional

Base Description:

– Completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates proficient and comprehensive knowledge of defined skill areas/applications. Applies knowledge of principles, practices, and procedures of a particular field to decision-making and problem–solving. Works under minimum supervision on varied and sometimes difficult work assignments, conferring with supervisor or subject matter experts on unusual matters. May lead others or a team in completion of complex assignments. Interprets and communicates information clearly, accurately, and persuasively. Researches and tries new approaches when solving difficult or novel problems.

Supervisory Responsibilities:

– Indirect supervisor or mentor for other full–time employees
– May serve as direct supervisor for part–time, student, and/or temporary workers, volunteers, or a full–time employee

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets and funding

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows recommended course of action and procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems, with supervisor oversight
– Researches and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on more difficult work assignments, conferring with supervisor on unusual matters
– Follows precedents and procedures
– May set priorities and organize work within general guidelines established by supervisor

Communication and Collaboration:

– Communicates internally and externally within working unit and the University
– May communicate with external audiences for business purposes
– Promotes open communication in a manner that builds relationships among team members
– Applies appropriate strategies for managing conflict; negotiate reasonable compromises; propose and evaluate possible solutions
– Interprets and communicates information, ideas and instructions clearly, accurately and persuasively both verbally and in written materials intended for distribution

• Comp Grade – 7
• Minimum – $49,188.00
• MidPoint – $60,216.00
• Maximum – $71,340.00

• Customer Service
• Inventory management
• Office management
• Operations management
• Product classification
• Project Management
• Records management
• Report writing
• Scheduling
• Vendor management