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.

• 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:

– Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Support track, performs work at Senior Support level or higher; for Professional track, performs work at the Advanced Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials

• 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