Through subordinate organizations, staff and consultants, or personally:

Transcription

1 S86200A, Page 1 Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. FUNCTIONAL DUTIES Serves as Manager, Airport Logistic Asset Management Division in the Airport Administration Department at either Washington Dulles International Airport (IAD) or Ronald Reagan Washington National Airport (DCA), Metropolitan Washington Airports Authority (Airports Authority). Manages accountable assets, inventory, warehouse, and Lost and Found functions at assigned Airport as well as, depending on Airport, the asset function of the Corporate Office Building (COB), Dulles Corridor Metrorail Project (DCMP) office, and/or the Dulles Toll Road (DTR). Performs related functions. Through subordinate organizations, staff and consultants, or personally: --Manages day-to-day work activities of the Airport s property management functions including, but not limited to, tracking, inventorying, documenting, and reporting of all Airport accountable assets including vehicles, IT equipment, and other sensitive personal property. Coordinates the accounting of personal property during the annual 100% property check, periodic 10% property check(s), property checks as a result of changes in property custodians, or completion of contracts with Corporate Property Management. Plans, conducts, and documents property checks. Issues results of property checks to Airport management and Corporate Property Management. Determines whether visual verification or inventory by exception is needed to account for specific property. Works with staff to determine status of property checks and any problems encountered during property checks. Conducts investigations to locate unaccounted property. Generates recommendations (e.g., policy changes, conduct criminal investigation) regarding lost property; completes lost property forms. Reviews and approves all property transactions made by staff. Reviews and completes property management reports for Airport/Airports Authority management. --Manages day-to-day work activities of the Airport s warehouse including, but not limited to, planning to ensure reasonable and efficient supply of warehouse stock, ensuring use of proper storage techniques as well as adherence to Occupational Safety and Health Administration (OSHA)/Virginia Occupational Safety and Health Administration (VOSHA) regulations (e.g., proper precautions in storage of hazardous or combustible materials), and resolution of out-of-balance inventory conditions. Determines what to stock and minimum/maximum levels for stock based on meetings and telephone calls with users, evaluation of stock levels, and usage. Coordinates the stock levels with Airport Planner/Schedulers and the Warehouse Supervisor based upon

2 S86200A, Page 2 historical usage and projected future needs. Works with Planner/Schedulers and Shop Supervisors in determining what items should be kept in the warehouse versus kept as shop/bench stock. Instructs Shop personnel in how to maintain accurate shop/bench stock inventory records. Reviews and approves requests for stocking warehouse items. Prioritizes items on backorder to ensure that items are received in a timely manner. Generates low usage/no usage reports listing of warehouse items with low or no demand. Works with users to determine which items to excess. Supervises the annual inventory of warehouse stock. Generates and documents the inventory plan. Identifies discrepancies between stock on hand and stock listed in Oracle EBS. Determines whether the discrepancy is acceptable or a recount is necessary. Generates justification for count discrepancies. Reviews, approves, and signs finalized inventory documentation. Coordinates and consolidates requirements from DCA and IAD to establish blanket purchase agreements to achieve improved economies of scale. Manages attic stock (e.g., items purchased during the course of a construction project); maintains list in Oracle EBS; periodically revisits the list and, with the input of users, makes decisions regarding which items to retain and which to excess. Oversees the maintenance of bulk stock items (e.g., salt, sand, heating oil) automated records. Enters amounts received and used to determine current stock levels. Provides stock level information to accounting. Reconciles the amount of physical stock with the amount listed in Oracle EBS. --Manages day-to-day work activities of the Airport s Lost and Found Office. Monitors the performance of Lost and Found Office; ensures staff takes proactive steps to locate and contact owners of found property and return the property. Ensures proper accountability of all found property. Disposes and/or transfers unclaimed property in accordance with Airports Authority Corporate Property Policy and Procedures. Ensures that cash turned in to the Lost and Found Office is properly documented and deposited with Terminal Agent s Office, in accordance with Corporate Property Policy and Procedures. Reviews the list of property on disposal notice and signs notice. Ensures that the automated record in the Procurement Inventory Control System (npics) of lost items and log of inquiries is accurate and up to date. Communicates with public regarding lost items, as needed. --Coordinates the identification, documentation, and disposal of excess accountable assets (including unclaimed Lost and Found items) with Corporate Property Management. (Solicits interest in items from Airport stakeholders before items are moved to the Corporate Property

3 S86200A, Page 3 Management, as appropriate.) --Reviews regular and ad-hoc warehouse, accountable assets, and lost and found reports and reconciles results prior to distribution. Ensures that the automated accounting of accountable assets, warehouse items, and Lost and Found items is accurate and up to date. Coordinates the provision of timely and accurate information and reconciliation of Oracle ERP and npics with Corporate Property Management, the Office of Finance, the Procurement Department, and the Airport Manager, and Airport Administration Department in support of financial accounting of accountable assets. --Develops and maintains policies, procedures, plans, guidelines, and priorities for Division including accountable assets, warehousing/inventory management, and lost and found programs including IT un-deployed accountable assets, warehouse bulk, and shop inventory management. Develops and implements methods for recording and reporting activities for purposes such as evaluating function efficiency, interrelating separate systems (accountable assets, bulk, shop, and warehouse inventories), simplifying budget and accounting reporting, inventorying accountable assets, and/or coordinating automated program functions of Oracle EBS and/or npics for improved control. --Develops the annual budget for Division. Identifies Division needs and generates any needed justification(s). Justifies budget to Supervisor; may need to justify budget to Airport management. Maintains Division budget in coordination with Department management; determines if any further allocation of budget amounts is needed. --Serves as functional area lead for accountable assets and inventory functions at assigned Airport in the Airports Authority s Oracle EBS financial system and the Airports Authority s npics. Serves as subject matter expert for accountable assets and inventory functions to Information Technology (IT) specialists and Corporate Property Management in support of improvements to and solution of problems with Oracle EBS and npics accountable assets and inventory modules. --Communicates and interacts effectively with internal and external business contacts, including, but not limited to, other members of the Division/Department, other Airports Authority employees (such as executives, managers, supervisors, professionals, and support staff), vendors, suppliers, and the general public. --Uses a computer and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare presentations and graphics, manipulate data (spreadsheets and databases), and perform or conduct research (Internet use); and (b) enterprise system/software (such as Oracle EBS and npics) to maintain and update property management/asset and inventory records, requisitioning, budgeting, and other functions; and (c) special systems/software used in the Department. --Operates a motor vehicle airside and landside, on and off the Airport complex, to attend meetings, visit suppliers, and perform related functions.

4 S86200A, Page 4 --*Performs other duties as assigned or as determined on own initiative.* MANAGERIAL AND SUPERVISORY DUTIES provides: In the context of Division operations Organizational Planning Establishes goals. Develops program plans and milestones. Assigns priorities. Develops policies and procedures. Projects budget requirements and allocates available resources. Program Direction Communicates organizational goals. Keeps employees and other managers informed. Develops and establishes review systems to assist in achieving goals. Reviews costs, manages fiscal resources and maintains control over assigned Airports Authority resources and assets. Human Resource Management Selects, assigns, develops and motivates employees. Delegates and assigns work. Evaluates employee performance and administers human resource management programs established by the Airports Authority. Ensures the application of EEO principles and adheres to EEO requirements. Program Evaluation Reviews program quality and progress toward achieving goals and program results on a periodic basis. Takes corrective actions to maintain work progress on schedule, improve employee performance, or modify program goals or operations, as appropriate. Critical features of this job are described under the headings below. They may be subject to change through reasonable accommodation or otherwise. MINIMUM QUALIFICATIONS (MQs) To be rated qualified for this job, an applicant must meet all of the MQs listed below at the time of vacancy announcement closure. 1. A bachelor s degree in any field providing a strong foundation for successful performance of the DUTIES in this job description, or an equivalent combination of education, experience, and training that totals four years. 2. Six years of progressively responsible experience in logistics management that includes substantive work in most of the DUTIES in this job description including (a) coordinating or providing management of accountable assets; (b) coordinating or providing management of inventory services; (c) creating, updating, and/or maintaining inventory and asset databases. A fully equivalent combination of education and training beyond what is needed to satisfy MQ 1 above may be substituted for up to two years of these six years of experience. For example, an associate s degree in any field that indicates the ability to successfully perform the DUTIES in this job description may be substituted for two years of experience.

5 S86200A, Page 5 3. Education, experience, or training indicating the ability to perform successfully as a firstlevel supervisor, such as the ability to plan, assign, and review work; deploy personnel; monitor work operations; obtain effective results; and perform a full array of supervisory personnel functions. PREFERRED QUALIFICATIONS The qualifications listed below (if any) are preferred and may be considered in the selection process, but are not required to be rated qualified for this job. 1. Bachelor s Degree in property management, supply management, or business administration. 2. Experience with managing accountable assets in an integrated business management system, such as Oracle. KNOWLEDGE, SKILLS, ABILITIES, AND OTHER FACTORS (KSAOs) The following KSAOs are required for successful performance of this job and are a basis for rating and ranking applicants who are found to meet the MQs. Local, Federal, airport industry or Airports Authority specific bodies of knowledge listed below may be acquired on the job, typically; ability to rapidly acquire them is required at the time of vacancy announcement closure. 1. Knowledge of Airports Authority management functions, policies, and procedures, including EEO principles and requirements, and knowledge of supervisory principles, to manage the operations and programs of the Division and to perform supervisory functions. 2. Knowledge of Airports Authority inventory management policies, procedures, storage and distribution techniques, and cataloging systems to (a) revise stock levels according to availability, changing supply and demand characteristics, and funds; (b) oversee maintenance of records properly identifying supply and property items for management purposes; and (c) ensure proper distribution, custody, care, and disposal of property including hazardous items. 3. Knowledge of regulations and Airports Authority policies and procedures on the disposition of excess supplies and equipment to ensure that accountable assets are disposed of properly and transactions to excess are accurately noted in databases. 4. Knowledge of Airports Authority Corporate Property policies and procedures and skills in accountable assets (from acquisition, maintaining records, and physical inventory to excess) and OSHA/VOSHA regulations (e.g., proper precautions in storage of hazardous or combustible materials) to administer and supervise the Airport s property management function. This includes knowledge of auditing accountable assets records and preparing and reviewing statistical reports and other accountable assets documentation to ensure effective property management. 5. Skill in problem solving to select, organize, and logically process relevant information (verbal,

6 S86200A, Page 6 numerical, or abstract) to solve a problem. This includes the ability to recognize subtle aspects of problems, identify relevant information, and make balanced recommendations and decisions. Examples include: applying various information sources to determine minimum and maximum inventory storage levels, reviewing inventory and accountable assets management reports, and investigating lost accountable assets. 6. Skill in oral communication to understand verbal information (including facts, assertions, and arguments) and express such information verbally so that others will understand. Examples include discussions with Division staff; explanation of technical practices, regulatory requirements, and management policies to operating personnel and contractors; and presentations and recommendations to Supervisor and Airport management. 7. Skill in written communication to understand written information (including instructions, descriptions, and ideas), draw inferences, develop logical arguments, and express such information in writing so that others will understand. This includes skill in the review of the written work of others (e.g., staff). Examples include writing and reading property management reports, inventory plans and outcomes, correspondence, and personnel actions. 8. Interpersonal skills to interact effectively with business contacts in a businesslike, customer service-oriented manner. 9. Skill in using a computer and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare presentations and graphics, manipulate data (spreadsheets and databases), and perform or conduct research (Internet use); and (b) enterprise system/software (such as Oracle EBS and npics) to maintain and update property management/asset and inventory records, requisitioning, budgeting, and other functions; and (c) special systems/software used in the Department. RESPONSIBILITY Is responsible for management and control of accountable assets, inventory, warehouse, and lost and found functions. Ensures all regulatory requirements are met and records are maintained and balanced. Work directly impacts daily operation of the functions at assigned Airport and the adds to the efficient/effective management and control of accountable assets, warehousing, and lost and found functions Airports Authority wide. Reports to the Manager, Airport Administration (Supervisor). Most work flows to the incumbent as a result of assigned functions/functional areas. The Supervisor provides objectives and policy guidance for any recurring assignments and, in consultation with the incumbent, instructions and time frames for special projects. Most work is accomplished independently with the incumbent keeping the Supervisor informed through regular reports and staff meetings. The Supervisor is informed/consulted on unusual or complex issues, typically defining the issue(s) and with options for resolution, typically with thorough analysis. Special projects are usually reviewed at milestones for effectiveness of project management and, once implemented, for overall impact. In addition, the incumbent reports and provides documentation to and complies with requirements and findings to Corporate Office functions, including Corporate Property Management, Internal Controls and Compliance, and Office of Finance. Work is typically reviewed in terms of quantity, quality, timeliness, customer service, teamwork adherence to

7 S86200A, Page 7 guidelines, and other factors, including attainment of specified performance management goals and objectives. Guidelines include Airports Authority contracting, human resources, and real and corporate property policies and procedures, the Airports Authority and Airport safety manual and guidance; EEO principles and requirements, Chart of Accounts, Oracle EBS and npics instructions, etc. The incumbent uses judgement and initiative to plan and coordinate division activities, work out problems with other Airports Authority managers, and develop internal procedures and guidelines. EFFORT Work is primarily sedentary and typically requires light physical effort as in opening/closing file drawers and lifting and carrying files, light property, etc. May move supplies weighing up to 20 pounds. Incumbent may sit for extended periods while performing desk work. Moves about to conduct property management and inventory functions, meet/supervise staff, and meet with others such as suppliers. Regularly uses a computer to develop reports, review property management and inventory results, query information from systems, and perform other tasks; operates other office equipment. Frequently exchanges information by telephone. Reviews reports, printouts, and other documents containing small print. In driving, operates vehicle using judgment in consideration of weather, traffic, and other factors. WORKING CONDITIONS Works primarily in an adequately lighted, ventilated, and temperature controlled office and conference rooms. May experience some job pressure due to changing priorities, completing inventory tasks on schedule, and providing Airport shops with needed items in a timely manner. May be exposed to dusty/greasy/dirty conditions when visiting warehouses, work sites, or conducting property control/inventory. OTHER SIGNIFICANT JOB ASPECTS Position is classified as essential and has snow removal duties that include feeding Airports Authority personnel and ensuring that the warehouse is open during a snow emergency.