Cal Poly, San Luis Obispo
Facilities Warehouse Coordinator
Department: Fac Svcs-Facilities Warehouse (209000)
College/Division: Administration and Finance
Salary Range: $3,115 - $5,316 per month (Anticipated hiring range: $3,115 - $3,796 per month)
Position Description:
The Facilities Management and Development (FM&D) organization, a unit within the Administration and Finance division, is responsible for managing operations including construction, maintenance, and repair of University facilities. The Facilities Warehouse Coordinator works within the Facilities Customer & Business Services (CBS) department and is responsible for coordinating the operations of the Facilities warehouse, which provides services, supplies, and equipment to Facilities staff, as well as offers a resource for information and supplies to all campus departments.
Under the general supervision of the Director of Customer and Business Services, the primary purpose of the Facilities Warehouse Coordinator is to coordinate the purchasing of a varied and diverse selection of materials and services required to meet the operational needs for Facilities Management and Development. The responsibilities can include, but are not limited to: purchasing, receipt, storage, issuance, and delivery of materials, equipment and supplies, which would require knowledge of moderately complex storage practices. In addition, the incumbent will prepare and file forms associated with the purchasing, receipt and delivery of goods and with coordinating operations to ensure that Facilities and campus personnel have or can easily obtain the supplies needed to complete their daily tasks.
DUTIES AND RESPONSIBILITIES:
The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:
ESSENTIAL JOB FUNCTIONS:
Under the general supervision of the Director of Customer and Business Services, the primary purpose of the Facilities Warehouse Coordinator is to coordinate the purchasing of a varied and diverse selection of materials and services required to meet the operational needs for Facilities Management and Development. The responsibilities can include, but are not limited to: purchasing, receipt, storage, issuance, and delivery of materials, equipment and supplies, which would require knowledge of moderately complex storage practices. In addition, the incumbent will prepare and file forms associated with the purchasing, receipt and delivery of goods and with coordinating operations to ensure that Facilities and campus personnel have or can easily obtain the supplies needed to complete their daily tasks.
DUTIES AND RESPONSIBILITIES:
The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:
ESSENTIAL JOB FUNCTIONS:
- Coordination of the daily and recurring purchasing activities for all units within Facilities Management and Development; and act as purchasing agent for all warehouse commodities, including invoice approvals.
- Follow established procedures, policies and guidelines with regard to procurement activities.
- Develop and implement optimal inventory control procedures and product delivery schedules for ordering to ensure that reoccurring purchases are anticipated and filled based on the needs of the department, which includes overseeing the Facilities inventory system.
- Develop basic non-technical specifications and solicit price quotations for procurement activities.
- Initiate informal bid requests, review and compare quotes, and negotiate with vendors on pricing, direct buy options and timelines.
- Maintain an accurate vendor database.
- Order various types of supplies, fill orders and requisitions, and reorder standard commodities when required.
- Make daily entries of goods received and report the issuance of outgoing items.
- Manage FM&D radio program, includes purchasing of radio equipment; creating equipment ID numbers, entering ID numbers into the database and maintaining radio inventory; monitoring FCC radio license schedule; and troubleshoot and coordinate the repair or replacement of radios as needed.
- Coordinate the receipt, checking of inventory, storing of inventory, and shipping of commodities to Facilities staff and other campus departments.
- Utilize the California State University (CSU) Contract Store to find applicable vendors and research competitive pricing for commodities. Assist with negotiating that the vendor and product information is received at the best competitive price available.
- Collect, file and retrieve information from Material Safety Data Sheets (MSDS) for the Facilities Warehouse.
- Organize and maintain the Facilities Integrated Work Management System for inventory control, vendor information and physical warehouse space.
- Assist warehouse customers by providing guidance; investigating complaints; answering questions about warehouse supplies, equipment, pricing and procedures; and distributing supplies.
Minimum Qualifications (Staff Only):
High school diploma or its equivalent. Type 45 wpm. Five years of general office support or technical experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience)
Required Qualifications:
- Working knowledge of or the ability to quickly learn general purchasing principles, practices and procedures, including the processes of competitive bidding as required by the California State Statutes and Codes..
- Demonstrated ability to perform or learn campus routine purchasing, ordering and contract processes.
- Ability to rapidly learn general office procedures, the methods and practices used in receiving, storing, packing and shipping materials and supplies, and the methods of taking inventories and maintaining inventory records.
- Ability to gather and analyze data necessary for informed purchasing decisions, including the review of competitive bids.
- Ability to use negotiation and persuasion skills to achieve results and expedite projects.
- Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions and to use judgement and discretion to act when precedents do not exist.
- Ability to learn and apply safe methods of moving supplies and equipment.
- Knowledge of or the ability to quickly learn general warehouse procedures and the items/products used by trades, grounds, engineering, custodial and other departments including hand tools, pipe fittings, lighting equipment, custodial products, safety equipment and custodial equipment replacement parts.
- Ability to utilize materials handling equipment, including forklifts, hand trucks, pallet jacks and dollies.
- Ability to maintain accurate records and files, retrieve data, and prepare standard reports using manual and/or computerized record-keeping systems.
- Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
- Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
- Ability to interact and communicate in an effective and dependable manner, as well as establish and maintain cooperative working relationships with clientele such as students, staff, faculty and co-workers, and vendors.
- Ability to perform business math, analyze data, and make accurate projections requiring some inference.
- Ability to use tact and diplomacy to effectively handle a broad range of interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems, and maintain confidentiality.
Preferred Qualifications:
- Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
- Demonstrated knowledge and experience of Facilities Management Information Systems (FAMIS), Poly Data Dashboards and/or Microsoft Office suite, including Word and Excel.
- Bachelor's degree in purchasing, business management or related field.
- LEAN certification
Special Conditions:
- Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
- Must be willing to travel and attend training programs off-site for occasional professional development.
- Ability to climb ladders/stairs, carry up to 50 lbs. manually or with the aid of equipment, and squat, kneel and lift items overhead.
- Must be able to work accurately and efficiently in an environment with constant noise and interruptions.
- Ability to work in outdoor areas where there is exposure to extreme elements, such as noise, dust, dirt, heat, cold, wind and rain.
- Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
- The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the Executive Order 1083 requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.
- This position classification has been defined as "Non-exempt" and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).
- Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with Cal Poly, San Luis Obispo. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment.
Note: Cal Poly cannot deny an applicant a position solely or in part due to a criminal conviction history until it has performed an individualized assessment and linked the relevant conviction history with specific job duties in the position being sought.
For health and wellbeing, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
Review Begin Date:
Requisition Number: 104920
To Apply: All applicants must apply online at: https://www.calpolyjobs.org.
About Us
Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
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