Inventory Control Coordinator Adv. CLASSIFICATION: Classified Staff DATE: October 2015 POSITION SUMMARY

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1 NAME: Inventory Control Coordinator Adv. CLASSIFICATION: Classified Staff DATE: October 2015 SUPERVISOR: Jim Adamski POSITION SUMMARY Under the general supervision of the Inventory Control Supervisor, this position is responsible for campus Central Stores, Warehousing and Receiving operation, the Mail Services department and serve as the Purchasing function in the procurement of materials and supplies for Facility Services and other areas on campus as requested. Within the Receiving and Mail operations scope of this role, this position is expected to oversee the inventory for the stores, including the shipping and receiving, storage, computerized inventory systems and budgeting; responsible for training and assigning work. Establish and maintain adequate meter inventory levels; Deliver and receive mailings; Return damaged goods and receive credit; Oversee receipt of and distribution of items; Maintain and distribute up-to-date postage rates; Oversee inventory or records tracking database/system; Ensure accounts are current on a monthly basis; Prepare, reconcile and analyze monthly financial statements; Develop and implement policies and procedures; Ensure Material Safety Data Sheets (MSDS) are up to date, oversee mail and bulk mail operations. Ensure safety standards are followed. Within the Purchasing scope of this role, this position is expected to prepare complete request for proposal (RFP) or bid solicitation documents; pre-audit requisitions for accuracy of all accounting, procurement, and research the market to determine potential sources of supply/disposal and to gauge market value of products being purchased/disposed of. Requisition items within the state s purchasing practices and agency guidelines and maintain all related purchasing records. Contact vendors to obtain information on products and services and to clarify specifications. Procure items and select the best source in terms of quality, price and other pertinent considerations. Check invoices against materials received; manage receipt of materials; compile purchasing reports; and review purchase vouchers for accuracy, coding, prices and quantities. Verify prices on requisitions; maintain and utilize automated inventory systems for tracking and approval processes. In all aspects of this role, act as a campus/work-site role model to complete job related tasks in a safe manner while actively demonstrating adherence to appropriate safety regulations; Maintains awareness of potential hazardous operations, and takes appropriate precautions at all times; immediately stops work in the event of danger to people or property as well as seek reasonable solution to continue work progress without compromising security or campus policy--proceeds with work only after ensuring that appropriate safety procedures have been implemented; immediately reports all accidents and/or incidents to supervisor and EH&S for record keeping; attends monthly/annual Safety Training meetings as necessary or directed; utilizes good judgment in interpersonal communications in situations requiring sensitivity and tact; treats customers, co-workers, staff, supervisors, and managers with respect and courtesy, and maintains sound working relationship with them; demonstrates the ability to work in a cooperative manner with co-workers, while actively promoting a cooperative team environment; demonstrates at all times good communication skills with campus community, including students, building managers, academic personnel, and craft personnel; interacts directly with all levels of customers throughout UWSP to develop and achieve purchasing, mail and central stores requirements and goals; responds to requests for service in a timely manner; supports and achieves organizational goals established to maintain and enhance customer satisfaction; reports progress or delays and refers major problems to lead or superintendent for resolution and informs customers as needed; complete work order administration, time accounting, billing and parts procurement in a clear and timely manner, in accordance with established practices or written procedure. It is a basic job expectation that all staff take the initiative to appropriately coordinate, document and communicate in a professional manner. Under general supervision, as part of a team, the incumbent is responsible for the safe operation of campus facilities and their associated systems. General Supervision: Implies that the work is performed independently. The incumbent seldom refers matters to the supervisor except for clarification of policy. The incumbent should possess the skills necessary to independently analyze an issue to identify the proper questions, determine what information is needed, obtain the necessary information, organize and analyze the data, form conclusions, formulate and perform appropriate actions. The scope of the position is it serves residents, students, faculty, staff, and campus guests. It interacts extensively with customers, campus community, service providers, and outside contractors. This position serves as an advocate for campus interests and safety as well as work with contractor/vendors to proactively

2 2 plan purchase and communicates purchases, mail services and central stores inventory that impact campus customers, and campus operations in a manner that allows them to understand and plan for said changes The skill, ability and knowledge of the incumbent will have direct and profound impact on the success on purchasing, mail and central stores operations. Given the pace of emerging products and technology, the incumbent must stay in touch with industry/department of Administration (DOA)/Department of State Facilities (DSF), as well as UW-System-wide trends and best practices. The incumbent will work to ensure timely solutions in observation of resource considerations. Due to the diverse nature of the staff, it is imperative that the resolution of issues (as well as the application of policy and procedure) be undertaken directly and timely, always mindful of customer needs while working to ensure operational continuity. Finally, it is imperative that the incumbent affords him (her) self-reasonable measures to ensure safety and accuracy. POSITION ACHIEVEMENTS/RESULTS EXPECTED/GOAL ACTIVITIES 70% A. Direct and Lead the Receiving & Mailroom Operations A1. Interview, recommend candidates to hire, train, assign work to student employees A2. Manage computerized inventory system using Total Maintenance Authority (TMA) Materials Module o Needing a well-rounded knowledge of the TMA software, managing the inventory system includes: o Assign and enter numbers for new inventory. Determine min/max levels at time of entry o Perform process to remove items from inventory; prepare paper work to send to Surplus Property Office o Run receiving s reports; verify accuracy of results o Understanding and verifying accuracy of Mobile TMA scanning of inventory to work orders o Understanding and verifying accuracy of Sales order processing o Run inventory under stock report on a regular basis and review results and process procedures for replenishing inventory o Prepare reports necessary to coordinate Fiscal year-end inventory processes o Direct physical warehouse inventories, investigate discrepancies, initiate necessary adjustments for accounting purposes and maintain supporting documentation o Perform periodic/spot checks in order to keep physical inventory in sync with computer totals o Issue purchase orders for reorder of items to keep inventory current and up to date A3. Coordinate inventory levels and controls A4. Manage receiving and shipping center, including deliveries to Campus departments o Receive, sort, prioritize and route incoming mail. o Pickup and deliver mail and packages, including United States Postal Service, campus, and interdepartmental mail.

3 3 o Lift and handle large mail containers, trays and cartons. o Sort, categorize, wrap, weigh, meter, route and process mail and packages for shipment or delivery within and outside the agency. o Coordinate incoming/outgoing shipments with mail carriers (e.g., Federal Express, UPS, DHL). o Develop and establish mail delivery schedules. o Setup and operate mail processing equipment, including computerized accounting systems, multipurpose, multi-station machines or high speed labelers. o Operate pallet jacks, dollies, hand jacks, or other material handling equipment. o Determine applicable postage rates. o Interpret postal regulations. A5. Maintain all records A6. Assist in developing and implementing policies and procedures affecting Mailroom, Central Stores warehouse and delivery operations A7. Direct and supervise staff in receiving, stocking/restocking, mail services (bulk & regular) and customer service operations: o Determine work load/scheduling needs; assign personnel to meet the needs and demands of the area o Assure efficient operations and all Campus needs are being met o Coordinate procedures and pricing changes with Vendors A8. Interpret DOA regulations, Stevens Point Fire Department and Safety Department rules, laws, departmental policies and safety requirements as they relate to storing, packaging, shipping, recycling, disposition and delivery of materials. A9. Monitor vendor contracts. 20% B. Purchasing B1. Issue purchase orders for all Facility Services purchases by following all DOA, UW- System and UW-SP procedures o Needing a well-rounded knowledge of the TMA software, issuing purchase orders requires the use of the TMA purchasing and related modules o To complete the issuance process, knowledge of use of UW-SP class codes, account numbers and commodity codes is required, and also that the proper order of steps is followed in the TMA purchasing module B2. The purchase orders may be of any of the following types and circumstances; knowledge of each type is required to complete the process properly: o Blanket order purchases o Best judgment Regular order purchases up to $ o Contract order purchases with unlimited $ amount o Credit (p-card) card order purchases o Regular order non-contract orders up to $25, B3. Develop, prepare and/or edit specifications for bids and abstracts for Facility Services purchases up to $25,000.00

4 o Use appropriate bidding process o Work with vendors to assure requirements of bids are followed o Gather supportive information used in the bidding process B2d. Award bids to vendors 10% C. Miscellaneous C1. Prepare charge backs from blanket order and P-card purchases C2. Prepare material and supply pricing for work orders C3. Coordinate Facility Services department hardware and software Purchases 4 C4. Run central stores, mail services and blanket order charge backs and reports for input to campus financial system; this process requires knowledge of the TMA posting charges process and knowledge of steps needed to send to the UW-SP financial system via campus internet thru a chargeback web page o Assure charges are posted to correct accounts by reconciling with UW-SP financial System o Posting errors need to be analyzed, corrected and reprocessed. C5. Answer and phone inquiries promptly C6. Manage budgets o Prepare, reconcile and analyze monthly financial statements REQUIRED KNOWLEDGE, SKILLS AND ABILITIES Ability to read and follow MSDS recommendations and requirements Knowledge and experience coordinating, troubleshooting and responding to, often competing, customer service requests Knowledge of basic safety practices Possess/develop a thorough understanding of University of Wisconsin and UWSP administrative policies and procedures Understanding of the University environment, its mission, and operational needs Must be able to communicate clearly and effectively in person, on the telephone and other electronic media, both verbally and in writing, with supervisors and managers, staff, co-workers, campus staff, as well as interact positively with service providers outside the university Demonstrated written communications skills to compose correspondence, procedures and reports Intermediate to advance level competency in Microsoft Office applications (Word, Excel, Outlook, etc.). Time management and organizational skill be resourceful and establish work priorities, manage one s own time and that of others to work independently for successful completion of work goals/objectives Skill to appropriately confront inappropriate or unprofessional behavior

5 5 Skill to evaluate, trouble-shoot inquiries and actively participate in resolving concerns of staff, contractors, outside consultants, and members of the campus community in an objective and constructive manner Skill to contribute as a team player in a positive, respectful and professional environment Demonstrated coordination skill adjusting actions in relation to others actions Skilled in the management of personnel resources motivating, developing, and directing people as they work, identifying the best people for the job Monitoring monitoring/assessing performance of self, other individuals, or organizations to make improvements or take corrective action Active listening giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times Strong customer service skills Excellent interpersonal skills, including tact, diplomacy and flexibility The ability to work well with others and in a fast-paced environment, strong leadership skills and close attention to detail Requires manual dexterity of both hands and feet to perform activities such as lifting overhead, twisting and bending while lifting, climbing ladders and stairs while wearing protective equipment, and working in confined spaces, including repetitive arm motion below, at, and above shoulder level Ability to bend, stoop, reach, carry and lift objects weighing up to 50 lbs. Ability to walk on a variety of surfaces such as concrete, pavement, dirt and grass; and ability to ascend and descend numerous stairways while performing tasks Ability to work while wearing OSHA required personal safety equipment which includes gloves, hardhat, steel toe shoes or boots Ability to sit, walk and stand for extended periods, climb ladders, stairs Ability to perform mathematical calculations as necessary, requested or required Must have the ability to work in an environment of dust and construction debris Ability to maintain a valid Wisconsin driver s license through periodic DMV checks of driving record (regular, Class D License) as a condition of employment A qualified candidate would have past experience working in a lead worker position, would work well with a diverse staff, be self-motivated, detail oriented, be able to multitask, maintain confidential information, be able to work varied hours and on call as needed including weekends and holidays. Other requirements (e.g., certificates, license requirements) IIPP Requirements: Provides health and safety training, guidance on safe work practices, provides proper equipment, observes work practices and correct methods, and investigates accidents. Work in a safe and responsible manner while not putting self or others at risk. This includes complying with applicable policies and regulations, using personal safety gear, observe warning signs, learning about potential hazards, and reporting unsafe conditions. Background Check: This position requires a criminal background check and periodic DMV checks for driving record and valid driver's license. This position meets the following background check criteria: 1.) Operation of University vehicles as part of assigned job duties. 2.) Use of master level keys to access sensitive University areas. 3.) Control/manage utilities or other sensitive campus infrastructure.