Inventory Data Specialist Lead

Summary:  

Reporting to the Supply Supervisor, the Inventory Data Specialist Lead is accountable for planning, monitoring, and reviewing trainings, documents, and inventory integrity; makes recommendations concerning development of department needs. This involves inventory research and adjustments due to shortages, overages, and damaged inventory. Creates and maintains processes and procedures related to inventory control. This position is accountable for the direct supervision of the work activities of others. Planning, monitoring, and reviewing work of subordinates is required. Makes recommendations concerning performance appraisal and professional development. Provides professional customer service to internal and external clients. This role is responsible for ensuring efficient and accurate issuing, receiving, and inventory management of ASC and NSF material. During the winter season this position supports aircraft operations. 

Position Responsibilities: 

• Maintains workplace duties and ensures safety is the highest priority in the workplace. 

• Complies with all ASC Environmental, Safety and Health (ESH), Waste Management and Quality Assurance requirements, goals, policies and procedures. 

• Processes inventory transactions in a timely manner to maintain current and accurate materials records.   This includes, but is not limited to issues, returns, inventory adjustments, location changes, price changes, item descriptions, record consolidations, record retirements, and all other related information changes.              

• Reviews and corrects (as appropriate) records to ensure the materials database is maintained according to current formatting and content standards.   

• Is required to become familiar with the basic operations of the financial system, maintenance management system, equipment and capital property management system, purchasing system, and cargo tracking system, along with their inter-relationships with the materials management system.  Applies this knowledge to daily duties and uses this knowledge to assist customers and staff. 

• Schedules and conducts a training program for all Supply personnel, including South Pole. This program will include, but is not limited to, training in the inventory management data base, cargo tracking system, physical receiving, issues and returns, digital receiving and record editing process (for MET personnel), WODS (wrong, over, short and damaged report), and audits. 

• Performs QA on Inventory Data Specialist paperwork. 

• Reviews, updates and creates new Supply training material as needed. 

• Updates all working spreadsheets and cheat sheets including, but not limited to, Air and Vessel Receiving, Consolidations, MREs, WODS/ERR POC list, Fiscal Year Issue Codes, Storeroom Codes, and Project Codes.  

• Maintains and QAs the WODS spreadsheet and distributes it monthly to the appropriate parties. 

• Creates and maintains the Incoming Cargo Receiving spreadsheet. Analyzes it monthly to track outstanding cargo. 

• Provides customers with materials management reports, as needed, by generating standard and custom reports utilizing a variety of software resources. 

• Performs duties in support of Logistics Division metrics (as provided by supervisor). 

• Supports weekly departmental metrics through database reporting.  

• Provides procedural support for South Pole and Palmer station IDS’s and Supply Technician personnel. Serves as the resident expert for Maximo questions in McMurdo. 

• Compiles the Weekly Numbers report that is used for the required weekly station reports. 

• Runs weekly, bi-weekly, and monthly QA reports on inventory transactions to identify problems and facilitate corrections. 

• Assists Supply seniors and techs with data analysis for anomalies and/or discrepancies. 

• Conducts analysis of CMP storerooms to make sure material is correctly warehoused. 

• Conducts analysis of the MCM and NPX storerooms to make sure there is no outstanding quantity. 

• Creates database reports as needed for contract and fulltime end-users. 

• Annually conducts a storeroom review to determine which are no longer relevant. Specifically, looking into possible storeroom consolidations. 

• Before Vessel- conducts a QA of the yearly freezer audit; after Vessel- conducts a QA of all food receiving. 

• Causative research on inventory audits through adjustments reports. 

• Cross trains with other departments within Transportation and Logistics which may include operation of heavy equipment and over-sized tundra vehicle operation. 

• Assists, trains, and works with vessel offload operation and procedures planning, setup, take down and reporting for the distribution of materials. May be assigned any role and work any shift in a 24-hour period during vessel offload or during other special operations while deployed.  

• Completes annual light vehicle, forklift and inventory management system training classes when deployed. 

• Assists with runway operations during seasonal transition and ongoing winter flights. 

• Other duties as assigned by Supply department management; outdoor work will be required in varying temperatures.  

Required Education, Experience, Certificates and Licenses: 

• High School diploma or equivalent 

• Minimum four years’ experience working in any of the following fields (including associated software): Inventory materials management, database management, warehousing, purchasing, cargo/transportation, work order, or supply chain logistics or a minimum of one season experience working in the Transportation and Logistics (T&L) department or related areas in Antarctica. 

• Minimum two of the four years’ experience must be in a supervisory role. 

Expected Skills & Competencies:  

• Intermediate skills working within Microsoft Office Suite (primarily Excel, Word and PowerPoint)  

• Excellent attention to detail with high aptitude for detailed problem solving. 

• Strong analytical, organization, interpersonal, and customer service skills. 

• Strong ability to multi-task. 

• People Management: Assesses skills and manages the work and productivity of others while coaching and developing talent. 

• People Organization: Assesses skills and manages the training levels of new and returning personnel revolving around database processes and incoming receiving.  

• Financial Acumen: Utilizes fundamental concepts of finance to assist with managing resources, forecast work needed, and provides information to account for the fiscal impact of decision making. 

• Creative Thinking: Demonstrates originality and imagination in thinking while developing a solution to a problem and planning of new documentation. 

• Self-motivation: high accountability with ability to make sound decisions with minimal supervision. Strong ability to multi-task. 

• Business Communication: Writes, speaks, and presents clearly and succinctly across a variety of communication settings and adjusts communication style to the audience. 

• Conflict Management: Views conflict as an opportunity to find common ground and gain cooperation from all parties. Reads situations quickly, actively listens, and settles disagreements and disputes equitably. 

• Operations Systems: Understands, navigates and operates ERP system to perform material research, data input, and data corrections accurately and effectively. Understands and uses systems and tools used for day-to-day operation of a facility. 

Preferred: 

• Bachelor’s degree.  

• Working knowledge of materials movement, purchasing, inventory, and hazardous materials. 

• Advanced skills in Microsoft Excel, Word and Power Point. 

• IBM Maximo experience. 

• Previous deployment to Antarctica. 

• Experience with remote site Logistics is highly desirable. Experience with polar logistics operations is preferred. 

Physical and/or Other Requirements: 

• Willingness and ability to deploy to Antarctica for extended periods  

• Successful completion of Medical and Dental examinations required by the NSF for deployment to Antarctica 

• Successful completion of drug screening and background check required by employer 

• Successful completion of Federal Background Check required by the NSF 

• Must be willing and able to lift and move items, parts, assemblies, and equipment up to the safety regulation maximum as required by the position.  

• Must be willing and able to perform physical activities including heavy lifting, climbing in and out of equipment, crawling, and working outdoors in extreme cold as required by the position.  

• Must participate in community programs, such as “house-mouse” (chores), “daisy-picking” (cleaning-up around the station), recycling efforts & safety objectives.  

• Valid Driver’s License issued in the United States 

• Must be able to obtain and maintain facility credentials/authorization. Note: US Citizenship is required for facility credentials/authorization at this work location.