IT Inventory Specialist

icon-pay Compensation Unspecified
San Ysidro
icon-timeNovember 5, 2020

Position Summary:

 The IT Inventory Specialist is responsible for overseeing the flow of inventory into and out of the IT Department and processing all IT equipment purchases. This role is responsible for obtaining quotes, processing purchase requisitions, receiving and asset-tracking tasks, inventory management, asset disposal, invoice reconciliation and the RMA process. 

Essential Functions of the Job:

  • Maintain sufficient safety stock of IT equipment in order to reduce delays with deployments and break/fix requests.
  • Maintain an accurate inventory of all IT Equipment. Ensure equipment is checked-in/checked-out and all IT equipment transactions are tracked in a ticket; Conduct periodic inventory audits to validate accuracy.
  • Research requested parts/products – types and availability, vendor selection, price comparison & customer communication.
  • Works with multiple vendors to place orders on IT equipment and services. Interface with various departments in the company regarding quote requests IT equipment.
  • Use IT knowledge to make recommendations on equipment orders in order to align with existing technologies, standards and best practices. Ensure orders are placed in a timely manner.
  • Entering quotes in purchasing system, reviewing & approving requisitions, requisition tracking and reporting; ensure purchase requisitions are accurate.
  • Reviewing recurring invoices for accuracy prior to approval. Work with vendors to review invoices and services. Ensure contract support and maintenance renewals are paid on time.
  • Picking up shipped items, matching received equipment to PO to packing slips, managing/tracking partial orders, tagging and logging equipment details into asset mgmt. system, cage placement, and creating ticket for deployment
  • Ensure all IT equipment has an asset tag. Ensure all IT equipment is entered in the electronic inventory system. Support the IT Department with ordering all IT Equipment. Support the IT Department in ordering software and office supplies. Assist with maintaining software licenses and installation file versions based on new orders.
  • Work with vendors and returning broken (RMA) or incorrectly ordered equipment.
  • Clean and restock, wipe & destroy, failed part/warranty follow-up, coordination and scheduling of disposal with disposal company.
  • Develop and maintain IT department system documentation materials (paper and electronic).
  • Attends meetings as required and participate on committees as directed.
  • Exemplifies and promotes the department’s four key success factors: Positivity, Ownership, Efficiency and Transparency, when working with both internal and external customers
  • Performs other related duties as assigned

Job Requirements:

Required Experience:

  • 2+ years of experience providing purchasing services in a high-volume environment
  • 2+ years of experience with managing inventory in growing environment
  • Good understanding of service level agreements and customer service best practices

Preferred Experience: 

  • 2+ years using a ticketing system
  • 2+ years using an enterprise asset management system
  • Understanding of ITIL best practices
  • 3+ years in a regulated environment

Preferred Certifications and Education:

  • Bachelor’s degree
  • ITIL Certification

Specific Technical Skills:

  • Inventory and Asset Management Software
  • IT Ticketing System

Supervisory Experience:

Working Traits:

  • Ability to communicate and interact successfully with a diverse community and to develop and maintain positive professional relationships with colleagues and staff members.
  • Attention to detail.
  • Creative thinking and problem solving.
  • Ability to capture and communicate the context of a situation.


  • Excellent oral and written communication skills, with focus in technical or instruction-oriented writing and in clearly communicating complicated concepts over the phone, in person and in writing.
  • Ability to work both independently and as a team member.
  • Ability to dig into and achieve understanding of a problem or request in order to offer the most appropriate possible solution.
  • Ability to work on multiple assignments with minimal supervision.
  • Accomplish the quality and quantity of work expected within set limits of cost and time
  • Plan own work; carry out assignments and capacity to “see the job through.”
  • Communicate with others effectively both orally and in writing in working out solutions to problems or questions relating to the work
  • Exemplifies and promotes the department’s four key success factors: Positivity, Ownership, Efficiency and Transparency, when working with both internal and external customers

Equipment Used:

  • Own insured vehicle
  • Personal Computer
  • Laptop
  • Telephone
  • Bar Code Reader for Scanning Inventory
  • Other technology related tools and equipment

Physical Effort:

  • Sitting in an ergonomically able position for periods of time
  • Significant lifting or adjusting of computer equipment in an average of 50 lbs. 

Working Conditions:

  • Office Environment
  • Travel required, mainly within San Diego county, minimal exceptions

Universal Requirements

Preemployment requirements include I9; physical, positive background and reference check results, complete application, new hire orientation, pre employment PPDs.


  1. Maintain privacy of all patient, employee and volunteer information and access such information only on a need to know basis for business purposes.
  2. Comply with all regulations regarding corporate integrity and security obligations. Report unethical, fraudulent or unlawful behavior or activity.

OSHA Compliance

  1. Comply with all regulations and required schedules regarding OSHA training.

PPD Compliance

  1. Required health screening to be performed annually.

Policies and Procedures Compliance

  1. Responsible for following all San Ysidro Health policies and procedures.

Meal Period Compliance (Nonexempt employees only.)

  1. Punch out before 5 hours from the start of shift for meal periods.

Sexual Harassment Training

  1. Comply with all regulations and required schedules regarding sexual harassment training.

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IT Inventory Specialist
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