Receiving Associate

ABOUT THE SCHOOL:

Located in the heart of Oakland, Western Pennsylvania School for Blind Children is a one-of-a-kind educational experience committed to empowering our students to realize their full potential. The School also provides vital early intervention and outreach services to visually impaired students, with or without additional challenges, throughout western Pennsylvania. Founded in 1887, our School is best equipped to care for and educate students with visual impairments. As a private institution chartered by the Commonwealth of Pennsylvania, the School educates approximately 200 enrolled students from 80-85 school districts within western Pennsylvania.

POSITION SUMMARY:

The Receiving Associate is responsible for receiving, processing, organizing, and distributing incoming deliveries and materials throughout Western Pennsylvania School for Blind Children (WPSBC). This position serves as a primary point of contact for delivery personnel and visitors arriving at the receiving entrance and ensures that packages, supplies, and materials are properly documented and delivered to the appropriate departments.

The Receiving Associate also assists with purchase order processing, verifies incoming orders against purchase documentation, maintains accurate receiving records, and communicates with departments regarding deliveries, discrepancies, and outstanding orders. This position requires strong organizational skills, attention to detail, dependability, and the ability to work collaboratively with staff across the school.

FLSA Status: Non-Exempt

Working Schedule: 189 days per year; Mondays through Fridays; daylight shift with core hours between 9a-2p.

Compensation: To be determined based upon experience and education

RESPONSIBILITIES:

Receiving and Delivery Management

• Monitor and respond to the receiving entrance, greeting delivery personnel and directing deliveries appropriately.
• Accept incoming packages, shipments, supplies, and other deliveries on behalf of WPSBC.
• Inspect deliveries for visible damage, missing items, and discrepancies.
• Verify incoming shipments against purchase orders, packing slips, and other supporting documentation.
• Document receipt of goods and ensure appropriate receiving records are maintained.
• Organize and secure incoming packages and materials until they can be distributed.
• Deliver packages, supplies, and materials to designated departments, offices, classrooms, and other locations throughout the school.
• Obtain delivery confirmations or signatures when appropriate.
• Communicate with staff regarding the arrival, status, or location of requested items.
• Notify the appropriate personnel of damaged, incomplete, incorrect, or missing shipments.

Purchase Orders and Administrative Support

• Review and assist with processing purchase orders in accordance with established WPSBC procedures.
• Match purchase orders, packing slips, invoices, and received goods to ensure accuracy.
• Enter or update receiving information in the applicable purchasing or financial systems.
• Identify discrepancies between ordered and received items and follow up with the appropriate department or vendor.
• Maintain organized records of purchase orders, deliveries, and receiving documentation.
• Communicate with vendors and internal staff regarding order status, delivery questions, and discrepancies.
• Assist with tracking outstanding orders and following up on delayed or incomplete shipments.

Inventory and General Operations

• Assist with maintaining an organized receiving and storage area.
• Monitor supplies and materials awaiting distribution and ensure they are handled appropriately.
• Assist with inventory counts and tracking of supplies as assigned.
• Maintain awareness of deliveries requiring special handling, timely distribution, or communication with specific departments.
• Follow established procedures for handling confidential, sensitive, or high-value deliveries.
• Assist with moving and transporting supplies and materials throughout the building.
• Maintain a clean, safe, and organized work environment.

Other Responsibilities

• Provide general operational and administrative support as needed.
• Communicate professionally and courteously with WPSBC employees, vendors, delivery personnel, and visitors.
• Follow all WPSBC policies, procedures, safety requirements, and confidentiality expectations.
• Perform other duties as assigned.

An Equal Opportunity Employer

Qualifications

QUALIFICATIONS:

• High school diploma or equivalent required.
• Previous experience in receiving, shipping, purchasing, inventory management, or general administrative support preferred.
• Basic computer skills and the ability to learn and utilize purchasing, financial, and inventory systems.
• Strong organizational skills and attention to detail.
• Ability to accurately review documentation and identify discrepancies.
• Effective verbal and written communication skills.
• Ability to work independently, prioritize responsibilities, and manage multiple tasks.
• Professional and customer-service-oriented approach when interacting with employees, vendors, and visitors.
• Valid driver's license may be required depending on assigned responsibilities.

Physical Requirements

• Ability to stand, walk, and move throughout the building for extended periods.
• Ability to regularly lift, carry, push, and pull packages and supplies.
• Ability to lift and carry items weighing up to 50 pounds.
• Ability to operate carts and other equipment used to transport deliveries.
• Ability to bend, reach, stoop, and access storage areas as needed.

Work Environment

This position works throughout the WPSBC campus, including the receiving area, administrative offices, storage areas, and instructional spaces. Regular interaction with employees, vendors, delivery personnel, and other members of the WPSBC community is expected.