Resource Distribution Specialist in Utica, New York at CNYHHN Inc

The Resource Distribution Specialist is responsible for the daily operation of the organization's resource distribution center, including receiving, organizing, storing, tracking, and delivering essential supplies to support individuals, children, and families served through school-based and community-based programs.

Under the direction of the Director of Resource Management, this position coordinates inventory management, order fulfillment, warehouse operations, and transportation of resources to designated schools, program sites, community partners, and individuals and families. Resources may include food, clothing, school supplies, hygiene products, household essentials, and other materials that address identified needs.

The Resource Distribution Specialist ensures resources are managed efficiently, distributed accurately, and delivered in a timely manner. This position requires strong organizational skills, dependability, attention to detail, and a commitment to providing services with dignity, respect, and compassion.

ROLE AND RESPONSIBILITIES

Activities include, but are not limited to, the following:

1. Resource Distribution and Direct Service Delivery

• Receive, prepare, package, and distribute resources to support the needs of individuals, children, and families.
• Process and fulfill resource requests from authorized program staff, schools, and community partners.
• Coordinate and complete deliveries to designated schools, program sites, community locations, and individuals and families, as assigned.
• Verify the accuracy and completeness of orders prior to distribution.
• Respond to urgent or time-sensitive resource requests in coordination with the Director of Resource Management.

1. Warehouse Operations and Inventory Management

• Assist with daily warehouse operations, maintaining a clean, safe, organized, and efficient distribution center.
• Receive and inspect incoming donations, purchased goods, and supplies for quantity, quality, condition, and suitability.
• Sort, label, organize, and store inventory to ensure accessibility and efficient distribution.
• Maintain accurate inventory records, including items received, distributed, transferred, and remaining in stock.
• Monitor inventory levels, rotate stock, track expiration dates when applicable, and report shortages, damaged goods, or replenishment needs.
• Prepare and stage supplies for deliveries, school-based initiatives, and community distribution events.
• Safely load, unload, lift, carry, and organize resources in accordance with established safety procedures.

1. Transportation and Delivery Coordination

• Operate agency-owned or authorized vehicles to transport resources to designated locations.
• Plan and coordinate delivery routes and schedules to ensure timely and cost-effective distribution.
• Verify deliveries, obtain required acknowledgments, and maintain accurate delivery records.
• Communicate delivery schedules, delays, and special handling needs to appropriate staff and community partners.
• Maintain vehicles in a clean and safe operating condition and promptly report maintenance or safety concerns.
• Comply with applicable traffic laws, agency vehicle policies, and transportation safety procedures.

1. Documentation, Accountability, and Compliance

• Maintain accurate records of inventory, donations, resource requests, deliveries, and distributions using designated tracking systems.
• Ensure resources are properly accounted for and distributed in accordance with agency policies, program requirements, and applicable funding or donor restrictions.
• Maintain confidentiality and appropriate professional boundaries when interacting with individuals and families.
• Follow established safety, inventory control, transportation, and agency procedures.
• Report inventory discrepancies, damaged supplies, safety hazards, and operational concerns to the Director of Resource Management.
• Assist with periodic inventory counts, audits, and other accountability activities.

1. Teamwork and Organizational Support

• Collaborate with the Director of Resource Management, program staff, schools, and community partners to coordinate resource distribution priorities.
• Maintain a professional, dependable, and service-oriented approach when interacting with staff, individuals, families, and community partners.
• Demonstrate flexibility and sound judgment when responding to changing operational needs.
• Participate in required staff meetings, trainings, and professional development activities.
• Perform other related duties as assigned, consistent with the responsibilities of the position.

QUALIFICATIONS / EDUCATION / EXPERIENCE REQUIREMENTS

• High school diploma or equivalent required.
• Previous experience in warehouse operations, inventory management, delivery services, logistics, or a related field preferred.
• Experience in a nonprofit, human services, educational, or community-based organization preferred.
• Valid New York State driver's license and an acceptable driving record required. Travel is an essential function of the position. Employee must meet the agency’s vehicle operation and insurance eligibility standards.
• Basic computer proficiency, including the ability to maintain electronic inventory records and use spreadsheets or tracking systems.
• Strong organizational, time management, and problem-solving skills.
• Ability to prioritize assignments, manage multiple requests, and meet established deadlines.
• Effective communication and interpersonal skills, with the ability to interact professionally with individuals from diverse backgrounds.
• Demonstrated reliability, accountability, attention to detail, and sound judgment.
• Ability to work independently and collaboratively while following established policies and procedures.

• Commitment to the agency's mission and the respectful, equitable distribution of resources to individuals and families.

WORK ENVIRONMENT / HAZARDS

• Work is performed primarily in a warehouse/distribution center environment, with regular travel to schools, community sites, and other designated locations.
• Duties may involve exposure to varying temperatures, loading and unloading areas, moving equipment, and other conditions commonly associated with warehouse and delivery operations.
• May encounter unpredictable individuals or situations while working at agency sites or in the community.
• Employees are required to follow all established workplace safety procedures and use appropriate protective equipment when necessary.
• OSHA Exposure Category III: Job-related tasks do not routinely involve occupational exposure to blood or other potentially infectious materials.

PHYSICAL DEMANDS

• Frequent standing, walking, bending, reaching, stooping, lifting, carrying, pushing, and pulling during and other distribution activities.
• Ability to lift and carry supplies weighing up to 50 pounds, with or without reasonable accommodation, and use appropriate equipment or assistance for heavier items.
• Ability to load and unload vehicles, move inventory, and organize materials on shelving or in designated storage areas.
• Ability to sit and operate a motor vehicle for extended periods while completing scheduled deliveries.
• Ability to use computers, inventory tracking systems, and other equipment necessary to perform assigned duties.
• Ability to communicate effectively and maintain awareness of surroundings to safely perform warehouse and transportation responsibilities.
• Occasional evening or weekend hours may be required to support program needs, special events, or urgent distributions.

The physical demands described are representative of those required to perform the essential functions of this position. Reasonable accommodation will be provided to qualified individuals with disabilities in accordance with applicable law.

WORK CONTACT GROUP

Agency staff, program participants, children and families, school personnel, community partners, vendors, donors, service providers, and other individuals or organizations involved in resource distribution activities.

Benefits:

Health Insurance

Voluntary Insurance Options

Paid Time Off

Paid Sick Leave

Dental Insurance

Vision Insurance

Pet Insurance

Life Insurance

Retirement Plan

Employee Assistance Program

Flexible Schedule

Flexible Spending Account

Other

SUPERVISED BY:

Director of Resource Management