Central Services Administrative Specialist Intermediate

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

Working Title:

Central Services Administrative Specialist Intermediate

Institution:

Winona State University

Classification Title:

Central Svcs Admin Spec Inter

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Winona

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$20.76 - $29.22

Job Description

1. To serve as the primary receiving and dispersing clerk for freight delivered to the Facilities Services loading dock.The Facilities Services loading dock is the central receiving location for the WSU campus. Large quantities and varieties of freight are received several times each day.Since incoming freight is dispersed to a wide variety of designated locations throughout campus and within a reasonable time period, this responsibility requires accuracy and great attention to detail when organizing and writing up freight for campus distribution.The delivery of freight also requires frequent delivery coordination with Mail Room employees.

• Verify shipping addresses and confirm quantities of freight received.Inspect all packages for damages and special handling needs and ensure special handling needs have been met.
• Use forklift to unload heavy freight from trucks; requires forklift certification.
• Maintain various logs for freight received and delivered.
• Write up signature and delivery sheets accurately.
• File all paper work in an organized manner so freight questions can be answered quickly and easily.
• Record shipment information in the MnSCU purchasing system for freight that was ordered through WSU Departments.
• Maintain original documents and computer files of all forms used in receiving, monitor the supply level of these forms, and order forms as needed to ensure adequate quantity is on hand.
• Coordinate and monitor delivery of freight on the dock and adjust delivery schedules as needed.
• Monitor operating status of forklift.Includes making sure the battery is equalized, charged and filled with appropriate water levels.Maintain a log of battery charging and water levels.Report repairs needed to supervisor.
• Maintain indoor and outdoor of the receiving and loading dock areas in a neat and clean condition including removal of snow/ice, sweeping, mopping, dust mopping, scrubbing daily and/or as needed.
• Secure receiving area at the end of the work day.
• Notify trucking vendors when loading dock will be closed by creating and posting notices one week in advance of the closed date.

                            

2. To serve as the primary consumable inventory storeroom clerk for 70+ Facilities Services employees.

• Dispense consumable inventory for Facilities Services employees (engineers, general maintenance workers, general repair workers, plumbers, electricians, groundskeepers, locksmith, and many other Facilities Services administrative and clerical staff).
• Receive, check in, stock and check out all consumable inventories in the storeroom.
• Spot check inventory and coordinate necessary changes with appropriate people.
• Perform weekly physical inventories for janitor supplies.Conduct complete physical inventories for the storeroom.
• Assist with maintaining inventory controls through the MainSaver Preventive Maintenance software program as needed.
• Be knowledgeable of the inventory program so that assistance can be provided and necessary product information can be obtained and shared.
• Update storeroom product descriptions, counts, minimums/maximums, etc.
• Plan ahead to anticipate future space needs.
• Delete obsolete items and product numbers.
• Add new inventory products and assign stock numbers. Mark bins and determine locations for all new inventory.
• Maintain storeroom inventory records.
• Annually review all parts for inactivity and follow through to determine whether or not items should remain on inventory.
• Maintain original documents and computer files of all forms used for storeroom operations, monitor the supply level of these forms, and order forms as needed to ensure adequate quantity is always on hand.
• Purchase inventory and non-inventory products from local vendors using the appropriate credit card as needed for various Facilities Services employees.Confirm accuracy of credit card statements, approve credit card statements for payment, and retain all paper work related to credit card purchases.
• Secure storeroom at end of the work day.
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