Material Control Specialist (Housing)

Under direct supervision, the Material Control Specialist (MCS) receives, stocks, delivers, packages and fills requisitions to maintain a safe, efficient, organized and clean workplace.   The Material Control Specialist (Housing) adheres to the Community Tribal Housing Program (CTHP) financial and procurement policies & procedures including, but not limited to, inventory quality control processes.  This position makes recommendations for improvements related to cost-savings, vendor selection, and warehouse organization.  This job class is treated as FLSA Non-Exempt and is a Driving Position.

Essential Functions:  Essential functions may vary among positions and may include the following tasks, knowledge, skills, abilities and other characteristics.  This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.

1. Receiving:  Verifies deliveries with packing slips and purchase orders.

• Inspects goods for quantity and accuracy regarding items ordered, damages and/or shortages.  Refuses shipment if shipping container is visibly damaged or broken and makes notes on delivery slips.
• Identifies and notifies appropriate staff regarding supply shortages, back orders, return of overages and/or replacement of damaged items.  
• Notifies management and staff to ensure required asset tags are applied and serial numbers are documented and recorded for future reference, work orders parts identification or warranty items.
• Prepares hardcopy Receiving Report using applicable computer system for purchase order (PO) deliveries.
• Coordinates pick-up and delivery of material in a reasonable and timely manner, based on priority. Completes weekly productivity reports including the timing of receipt and delivery of goods.
• Contacts vendors to reconcile any discrepancies or omissions, impractical delivery requirements or other issues that affect timely completion of a purchase. 
• Summarizes all logs and sends summary reports on a weekly basis or as directed.
• Updates Housing Data System (or similar system) inventory for all activities related to purchasing and material and supply usage.  

2. Deliveries:   Delivers materials and supplies to the warehouse and distributes to the Maintenance shop, rehab units, storage locations, or into inventory.

• Ensures the department recipient acknowledges receipt of goods by signing the Receiving Report.
• Forwards receiving paperwork (Receiving Report, packing slips, etc.) to the appropriate staff upon return from delivery for processing of payment.

3. Filing & Recording: Records the delivery recipient in the Requisition Log.

• Notes all incomplete orders in the Follow-Up Log including damaged items and duplicate orders.  Records wrong items in the Return Log.
• Files PO’s and supporting documents in closed PO files upon completion.
• Maintains records of all hazardous items by obtaining Materials Safety Data Sheets (MSDS).
• Keeps record for number of deliveries, number of returns and other statistical information for reporting purposes.
• Maintains accurate records, files and other supporting documentation in original and/or electronic formats for ease of use, record retention and audit purposes.

4. In-house Inventory Quality Control: Maintainsand stocks warehouse inventory as materials are received from suppliers, ensuring proper organization by location, category, item number, description size, and quantity. Ensures all inventory and stock levels are accurately updated and recorded in the inventory control system.

• Notifies management when inventory levels reach “re-order levels”.    Processes material requests and assists in preparing warehouse inventory stock orders that will be submitted for ordering.
• Conducts the monthly physical inventory count of warehouse stock/supplies.   Runs the month-end close-out reports for inventory accounting and required reporting.   
• Identifies and reports damaged, missing or unusual inventory activity, including theft, and documents findings on Inventory Count Sheets.  Assumes responsibility of inventory management using the inventory control system.
• Submits and maintains Inventory Count Sheets for record retention and audit purposes.  Generates the Inventory item cost report as required including the inventory month-end close reports and Inventory Count Sheets as requested.
• Assists CTHP staff with the proper close-out process for inventory removal and the proper cost tracking associated with removal of inventory items from work order close-out.
• Ensures that any disposal of inventory items complies with Community policies and procedures.

5. Purchase Orders & Requisitions: Processes check requests and PO documents and routes through CTHP and Community Finance for processing.

• Maintains an accurate record keeping system for procurement correspondence, PO’s, vendor contracts and check requests in original and/or electronic formats.   
• Manages Vendor contract files by tracking all activity for compliance with the contract.  Facilitates the vendor contract files and purchasing activity monthly review. 
• Distributes PO copies to appropriate CTHP and Department personnel.
• Research vendors to verify qualifications and may make recommendations regarding vendors, materials, and/or services to management.

6. Material Control Administration: Performsclerical functions as directed by management.

• Cleans and organizes the warehouse and supply areas inside and outside of building, as needed.
• Observes safety protocols and provides recommendations for safety improvements if noted. 

7. Miscellaneous: Performs other job-related duties as assigned by management to improve department operational effectiveness.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the history, culture, laws, customs and traditions of the SRPMIC.
• Knowledge of industry purchasing and acquisition practices, procedures, methods and best practices including the established purchasing requirements and guidelines of SRPMIC and CTHP.
• Knowledge of appropriate safety requirements and corrective actions.
• Knowledge of warehouse recordkeeping, inventory quality control management and CTHP documentation practices.
• Knowledge of NAHASDA and HUD program requirements and guidelines.
• Skill establishing and maintaining effective working relationships with Tribal representatives, regulatory agencies, Tribal Officials, Community members, SRPMIC department directors, co-workers and the public.

• Skill with verbal and written communication.
• Skill with record keeping and use of routine purchasing and warehousing trade tools.
• Skill using a personal computer and related software including MS Office.
• Skill with eye/hand coordination sufficient to operate required equipment safely and to perform the essential functions of the position.
• Skill communicating verbally with other employees and the public, including responding tactfully and courteously to vendor inquiries.
• Skill researching information from a variety of sources and making recommendations for action.
• Skill entering, accessing and retrieving information in a database.
• Skill making and understanding mathematical calculations rapidly and accurately for inventory records and order requests.

• Ability to utilize established "tools of the trade" in purchasing including registers, reference materials, periodicals, commercial catalogs and networked information from other communities and governmental agencies.
• Ability to perform a variety of warehouse and purchasing related clerical work.
• Ability to recognize safety hazards and to use all equipment appropriately.
• Ability to safely work for extended periods of time performing activities that require stooping, reaching, lifting, pulling, crawling, and carrying items of 50 pounds or more.
• Ability to safely climb ladders to stock shelves, etc.
• Ability to operate a forklift and other warehouse equipment.

Education and Experience: Associate degree or professional certificate in inventory control, accounting, procurement, or a closely related field.  A high school diploma or G.E.D. with relevant experience may also satisfy this requirement.

• Experience with NAHASDA, HUD and/or Federal Grant funded program preferred.

Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position will be considered.

Underfill Eligibility: An enrolled Community Member who closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.May be required to work beyond normal work hours including nights, weekends and holidays.

• Must possess and maintain a valid Arizona Driver’s License.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

 In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods: 

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date. 

The IHS/BIA Form-4432 is not accepted. 

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

Salary : $56,316 - $74,616