Materials Assistant II Grade D

    Clerical and Technical generic job description

    Family: Service
    Job Code: 663

    Representative duties:

    • Oversees and coordinates shipping and receiving activities. Establishes, selects, implements and coordinates stock room procedures and systems
    • Serves as principal source of information to students, staff, and faculty on choices of items available for purchase
    • Oversees, instructs, and coordinates support staff
    • Maintains inventory level. Determines additions and deletions to inventory
    • Reviews and approves orders and invoices for materials and supplies
    • Places orders to vendors. Follows up on orders ensuring that materials are shipped and delivered on promised dates
    • Assists with development and implementation of policies
    • Monitors expenditures
    • Uses computer terminal to input and retrieve data
    • Maintains logs and records of activities
    • Performs clerical function incidental to stock activities

    The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

    Required knowledge:

    • Specialized college-level coursework; detailed but narrow knowledge in one or several work-related areas; substantial knowledge of broader field of learning
    • General knowledge of craft or trade
    • Working knowledge of business, accounting, or commercial procedures with detailed knowledge in these particular areas
    • Limited knowledge of University organizational policies and procedures generally; detailed knowledge of a narrow area of University rules and procedures

    Required skills:

    • Extracts and compiles a range of data from written sources, from individuals by asking questions, or from one or several given databases, limited interpretation of data
    • Use of one or several standard reference works
    • Classifies material for filing; use of straightforward or complex filing systems
    • Understands more complicated written instructions, memoranda, and policy statements
    • Writes simple internal memoranda, fills out complex forms
    • Occasional use of more complex machines, including word processors or personal computers

    Office and administrative skills:

    • Keyboards forms, labels, and other simple material
    • Enters and retrieves data from given sources on a personal computer
    • Schedules appointments in allotted times
    • Screens and refers callers and visitors to the appropriate individual

    Experience, education, and formal training:

    • Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education

    Complexity and organization:

    • Wide variety of complicated job tasks requiring coordinating numerous processes/methods
    • Primary responsibility of job is to coordinate and organize the work of others

    Interpersonal relations:

    • Ongoing involvement outside immediate unit
    • Offers or obtains specialized information and provides assistance on general matters
    • Understands and evaluates what is being said and responds with complex answers that may take time to give

    Supervisory guidelines:

    • Work may or may not be reviewed
    • Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities; supervisor reviews work after completion
    • Instruction provided only in very rare instances

    Independent judgment:

    • Established procedures/policies govern many work situations
    • Regular exercise of independent judgment or initiative
    • Problems solved by choosing solutions from among several alternatives that are not necessarily governed by established procedures

    Leadership responsibility:

    • Often provides work guidance, instruction, or orientation of others
    • Often distributes and monitors work

    Impact and consequence of error:

    • Work has significant impact both on more than one department and outside the University
    • Errors are somewhat difficult to recognize and correct and can cause harm or financial loss to individuals, departments, and the University, or to other individuals and groups

    Working conditions:

    • Occasional possibility of safety risks
    • Occasional conflicting demands, time pressures, deadlines, or emergencies
    • Regular sustained concentration
    • Some physical effort or dexterity

    Example 1

    General purpose:

    Oversee the receiving, shipping, and storage of materials, supplies, tools, and equipment while providing outstanding customer service to internal and external clients. Maintain inventories using computerized tracking systems and provide leadership to other members of the staff. This position reports directly to the Stores Supervisor.

    Essential duties:

    • Store, issue and receive trade materials, tools and University Equipment. Oversee Stockroom activities, shipping and receiving
    • Select items for issue - locate items to fill Requests for Materials while insuring accuracy of the order as compared to the issue. Insure quantities, quality and promptness in filling orders. Report and correct discrepancies in locations, quantities on hand and damages
    • Return items to stock - include proper crediting of materials returned to stock with regards to Work Order credit and insure serviceability of the material, insuring that the material is properly classified and rebound
    • Warehousing - Oversee and coordinate stocking, re-warehousing and maintenance of all warehouse locations. Perform and supervise all 100% inventory and cycle count to insure accuracy and promptness of completion
    • Shipping and Receiving - Oversee and coordinate unloading of vendor, UPS, Federal Express and all other incoming deliveries while insuring that shortages and damages are reported in a timely manner. Enter information into inventory system dock receipts accurately
    • Inventories, Organization and Maintenance - Assist the Stores Supervisor in maintaining optimal inventory levels and make changes when obvious, to ROP’s and ROQ’s in computerized inventory system. Interact with trade personnel and report all requests for new material to the Stores Supervisor. Recommend and direct reorganization of binning for optimal space usage, and safety requirements as prescribed by policies and notifies Supervisor of all discrepancies and actions taken
    • Leadership Skills - Oversee and coordinate issues, receipts and deliveries of material for day-to-day operations and special projects. Assist in training staff in all aspects of material management, including use of inventory/purchasing system

    Experience and training:

    • Six years of related work experience, four of them in the same job family at the next level, and a high school education, four years of related work experience and an Associate’s Degree; or little or no work experience and a Bachelor’s Degree in a related field or an equivalent combination of experience and education
    • Knowledge of Trade Material, Storeroom and Shipping and Receiving Operations
    • Ability to operate computerized inventory control system
    • Preferred: Five years experience in trade material, storeroom and shipping and receiving operations

    Skills and abilities:

    • Ability to lead personnel, organize and trouble shoot problems with only minor direction
    • Provide customer service, address and correct problems arising from the daily operation of the stores and receiving stations
    • Ability and knowledge to approve substitute material and/or recommend substitutions when needed
    • Ability to prepare written memoranda, interpret shipping and receiving documents, interact with the purchasing department in resolving issues arising from the daily operations

    Example 2

    General purpose:

    Perform a variety of tasks necessary for the efficient operation of the art storage and assist the Manager as lead person in all aspects of daily warehouse and transport operations. Troubleshoot and solve routine problems, train staff, review and adjust daily work schedules and job assignments to accomplish operational objectives. Perform clerical functions incidental to delivery and shelving activities. Load, drive and unload both a truck and an order picker for pick-up and delivery of artwork.

    Essential duties:

    • Oversee, instruct and coordinate work and staff related to order picker and truck driving activities
    • In the absence of the Manager, review daily work schedules and assign tasks to accomplish the warehouse daily services and production goals
    • Represent Manager in meetings or presentations as requested
    • Offer input in developing and implementing policies and procedures
    • Troubleshoot problems and resolved those within routine procedures; refer others to Manager in a timely fashion
    • Maintain logs and records of LSF activities
    • Assemble prefabricated cardboard trays and other module packing systems for warehousing artwork
    • Assist with packing and unpacking of works of art for transport, using established methods of materials
    • Place modularized packaged artwork onto various shelving and rack storage systems
    • Create and enter data into inventory system, following location change procedures. Utilize handheld PDA barcode scanner for tracking locations in the warehouse
    • Drive 26,000 GVW box truck for pick-up and delivery of art materials. Lift objects and packages weighing up to 100 pounds. Operate a pallet jack and a forklift to load and unload vehicles
    • Operate and order picker with the 6-aisle, 30-foot high shelving module to shelve trays of materials in designated locations and to retrieve specific items with an aisle, shelf, container and barcode location
    • Perform routine maintenance on box truck, order picker and reach truck, including pumping gas, checking oil and charging and maintaining the electric battery. Maintain the order and cleanliness of the work areas and equipment
    • Perform duties as assigned and according to a schedule that might rotate or change to accommodate work demands of staffing variations
    • Must attend training and safety sessions in workflow ergonomics, safety practices and specific tasks and must perform all tasks following strict safety guidelines. Will be required to become certified in the proper use of an order picker after job training

    Education and training:

    • Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education
    • Experience in warehouse environment and safety operating a one-ton truck and order picker
    • Experience with computer data entry
    • Demonstrated experience working successfully in a multi-task team environment, performing rotating tasks, preferably in a leadership role

    Skills and abilities:

    • Proven safety record operating heavy lift machinery
    • Demonstrated customer service attitude
    • Excellent organizational and interpersonal skills
    • Valid CT driver’s license and a clean driving record
    • Ability to lift 100 pounds and work from a platform at a height of 30-feet above ground
    • Preferred: Previous museum experience, demonstrated effectiveness in training staff and directing workflow, ability to use a variety of hand tools with extreme accuracy, move and handle fragile works of art with great care and delicacy