PAY RANGE: N20
This is administrative stores management work directing a departmental centralized inventory operation which includes a large number of personnel and remote stores locations engaged in high volume turnover of mechanical parts and equipment and common use materials and supplies. Work includes directing specification developments and the acquisition, storage, distribution and disposal of materials through subordinate supervisors; each assigned to one of a group of stores sites. An employee in this class is responsible for developing store management policies and procedures and directing data base inventory record keeping for a cost effective materials management operation. Serving the inventory needs of the department's operating units by integrating computerized materials management operations with the computerized maintenance management system and conferring with unit and section managers are significant aspects of the work. Work is performed under the direction of an administrative superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
• Positions must be responsible for directing, through subordinate supervisors and technicians, a departmental centralized inventory operation within the Airport, Prisons, Police, Fire, Public Property or Water Departments.
• Positions must be responsible for directing the acquisition, storage, distribution and disposal of materials through subordinates at a large number of stores sites.
• Only one position may be allocated to this class.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Plans and directs, through subordinate supervisors and technicians, a departmental centralized inventory operation; supplies the inventory needs of the department's operations units with common-use commodities equipment and other materials and supplies; establishes materials management policies and procedures; monitors the materials budget of individual operations units to insure that adequate funds are available for the procurement of the units supply requests; makes recommendations, such as splitting stock order between fiscal years, when there are insufficient funds; assigns and directs, through subordinate supervisors, the acquisition, storage, distribution and disposal of inventory items; approves and establishes purchase orders, minimum and maximum stocking levels, delivery schedules and warehouse and storage layouts and locations; directs the maintenance of a comprehensive computerized data base inventory record keeping system; directs periodic scheduled inventory of all stock items at individual stores locations; performs data base inventory analysis and establishes projected stocking and purchasing levels; utilizes inventory control and ordering formulas to maintain a cost efficient materials management operation; develops cost effective approaches to ordering, purchasing, budgeting and inventory location and distribution of common-use items; consults with operations divisional managers to determine their inventory needs and budget problems and constraints; writes specifications for new inventory items; confers with Procurement Department personnel on technical matters to ensure materials are purchased in accordance with departmental and municipal procurement specifications and policies.
Coordinates inventory projection studies with the Department's procurement office; confers and develops projections on stock items, shortage of items and price changes with buyers and departmental officials; complies the common use stock catalog; reviews and directs the implementation of solutions to inventory problems and establishes new inventory control techniques and methods; directs, reviews and revises existing stores and inventory security procedures; and implements new ones to provide economic and efficient operating practices; reorganizes stores areas to achieve efficient arrangement of stock and determines optimum utilization of available space; coordinates inventory at stores location to coincide with computerized maintenance management system; maintains computerized clothing allocation tracking systems for departmental employees; coordinates sprinkler cap materials program with the Fire Department.
Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
• the principles, practices and techniques of supply management, including the ordering, storage, movement and disposal of a wide variety of materials, supplies and equipment
• large scale purchasing and requisitioning methods and procedures
• the types and usage of equipment used in the storing and moving of materials, supplies and equipment
• purchasing and requisition practices and procedures
• departmental and municipal procurement policies, practices and procedures
• the principles, practices and procedures of computerized inventory record keeping, control, planning and analysis
• supervisory methods and techniques
• plan, direct and coordinate the materials management activities of a large departmental centralized stores operation
• learn the procurement needs of the department's operations units and correlate those needs to the standard commodities routinely purchased by the department
• project and maintain the type, usage, quantities and turn-over of equipment, materials and common-use items necessary to meet needs of the department's operating units
• prepare and interpret reports on stock levels, stock usage, potential common-use items, and other reports on supply management
• maintain records, prepare reports and correspondence
• develop the requirements and ongoing improvements to a central computerized inventory control and record keeping system
• determine maximum utilization of assigned storage space and personnel
• determine minimum and maximum stock levels
• learn accounting procedures and principles as they apply to materials management
• supervise materials management activities through subordinate supervisors
• prepare and review materials management operations' budget, inventory analyses and projection reports
• establish and maintain effective working relationships with associates, departmental officials and vendors
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 2/12.)
Education equivalent to completion of the twelfth school grade.
Five years of experience receiving, storing, requisitioning, distributing and issuing mechanical parts and equipment and common use materials and supplies or performing supervisory clerical work which has included directing the activities of a staff of employees engaged in a variety of office operations and services or facilitating services for administrative areas such as analysis, budget, personnel, procurement, and records control.
One year of experience directing inventory activities, through subordinate stores supervisors, for a group of stores sites in a departmental inventory operation with a large number of remote stores locations engaged in high volume commodity turnover or providing administrative office management services at the Administrative Officer level with responsibility for budgeting, procurement of goods and services, and divisional or departmental records and report maintenance.
Three years of centralized procurement experience directing the processing of a large volume of procurement transactions for a City department which maintains city-wide geographically based industrial or field facilities or for a department providing information technology services to all city departments.
Any equivalent combination of acceptable training and experience, which has included the educational requirements and specific experience described above.
The class(es) typically meeting the eligibility requirements stated above is/are:
· Administrative Officer (2L20)
· Stores Manager (1F10)
· Departmental Procurement Specialist (2E08)
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
LICENSES, REGISTRATIONS AND/OR CERTIFICATES
Possession of a valid proper class motor vehicle operator's license issued by the Commonwealth of Pennsylvania prior to appointment and during tenure of employment as a Departmental Inventory Manager.
Class Established 1/88
CSC – 1/12
Ad. Board – 2/12
Latest Spec Revision:
CSC – 8/14
Ad. Board – 9/14