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CENTRAL STORES ASST DIRECTOR

Class Title: CENTRAL STORES ASST DIRECTOR
Bargaining Unit: Use for all Job Titles
Class Code: 075774

Education and Experience: Graduation from an accredited college or university with a bachelor’s degree and five years of work experience in one or a combination of the following: 1) purchasing, warehousing, or distributing goods for an organization, or 2) professional administrative experience involving activities that are primarily fiscal or budgetary in nature.

Substitution of Experience for Education: Qualifying experience in one or a combination of the following: 1) purchasing, warehousing, or distributing goods for an organization, or 2) professional administrative experience involving activities that are primarily fiscal or budgetary in nature, may substitute for the required education to a maximum of four years (e.g., experience equivalent to one year of full-time work in one or a combination of the above-listed fields may substitute for one year of the required education).

OR

Education and Experience: Graduation from an accredited college or university with an associate’s degree in business administration, business management, purchasing, contracts management, accounting, logistics, or materials management and five years of work experience in one or a combination of the following: 1) purchasing, warehousing, or distributing goods for an organization, or 2) professional administrative experience involving activities that are primarily fiscal or budgetary in nature.
Other Requirements:

Necessary Special Qualifications: None

Examination Method: Education and Experience, 100% for Career Service positions.

Job Overview:

Summary: Under general supervision, is responsible for procurement and distribution management work of average difficulty; and performs related work as required.

Distinguishing Features: An employee in this class assists in directing the staff and operations of the Central Stores Division, including the supervision of purchasing, warehousing, inventory, and transportation activities. This class reports to and differs from the Central Stores Director in that the incumbent of the latter is responsible for the overall direction of the Central Stores Division.

Work Activities: 1. Oversees the procurement activities of the Central Stores Division: monitors management reports to ensure inventory levels are properly maintained; determines products that should be added or deleted from the inventory based on usage reports and by factors such as changes in technology (e.g., an agency going from paper forms to electronic forms); edits requisitions prepared by staff to ensure procurement guidelines are followed for purchasing items or products not on state-wide contracts; communicates purchasing requirements to vendors in order to resolve product and billing issues; reviews purchase order files to ensure the proper receipt and application of credit from vendors; reviews management reports to identify vendor delivery trends and compliance issues; addresses unresolved delivery and compliance issues with vendors; ensures all requisitions, purchase orders, contract renewals, and invoices meet fiscal office year-end deadlines.

2. Oversees the warehousing activities of the Central Stores Division: organizes warehouse and distribution operations for receiving, verifying, storing, pulling, packaging, and issuing materials; reviews all warehouse-related reports for inventory variances; monitors invoices to ensure the most cost-effective transportation methods available within divisional guidelines are used.

3. Manages the human resources of the Central Stores Division to achieve optimal production and efficiency; justifies requests to hire, discharge, or reassign employees; interviews applicants for vacant positions; makes recommendations to management concerning the selection of applicants; develops job performance plans for staff to specify major job responsibilities; identifies behaviors or work outcomes characteristic of exceptional performance; evaluates the performance of immediate subordinates; reviews all staff performance evaluations to insure they comply with state procedures; counsels staff regarding undesirable performance or inappropriate behavior; makes recommendations to management concerning disciplinary or corrective actions; identifies training needs and schedules employee training time; disseminates policies and procedures to assist employees with work assignments; schedules employee annual leave to ensure the least possible impact on the production of the work unit.

4. Develops new or revised policies and procedures for the Central Stores Division: reviews current policies and procedures to determine if they are compliant with state and federal regulations; makes recommendations to upper management on any policy changes that need to be made; drafts new or modified policies and procedures to submit for approval and implementation; communicates to employees all changes related to divisional policy and procedures to ensure warehouse and other operations are performed uniformly and satisfactorily.

5. Manages budget and resource needs for the Central Stores Division: compares current production against estimated future demands for services to predict fiscal and staffing needs; contrasts actual expenditures and revenues to the budget to ensure departmental objectives are met; reviews historical costs of goods and services provided by the division to identify trends in pricing; compares historical costs with current fiscal constraints to determine the appropriate funding required to operate the division; writes budget summaries and justifications for improvement; monitors availability of funds for agency contracts to determine if additional dollars need to be added to the contracts; conducts comparative analyses of the structures, processes, and facilities of Central Stores with those of other organizations to identify new trends, equipment and procedures; assesses work flow efficiency to ensure optimum utilization of state resources; approves payment of invoices in a timely manner for goods purchased to ensure all discounts are received or penalties will not be incurred; discusses with vendors discounts and credits that have not been received; conducts reviews of expenses, index codes, and cost allocations to determine if changes to program areas are needed.

6. Advises state agencies on how to manage inventories of documents, pamphlets, booklets and other printed materials: distributes and stores inventory based on guidelines for agency-owned forms program; provides agencies with usage reports that track inventory movement.

7. Oversees customer service activities of the Central Stores Division: provides employees with technical advice on handling customer returns; ensures new accounts are set up properly; reviews invoices to ensure any address changes are made; approves or denies requests for returns by customers; determines if re-stocking fees apply to approved returns; assists customers with issues that could not be resolved at a lower level; ensures all customer fillies are accurately maintained.

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