Central Services Administrative Specialist Intermediate

Minnesota State Colleges and Universities • Winona, MN

1d • $21 - $29 • Onsite

About The Position

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. Keep the storeroom in a neat, clean and organized manner; includes baling cardboard as needed for recycling. 3. Perform other duties as assigned by the employee’s immediate supervisor. Includes, but is not limited to the following tasks: Assist the mail room clerk as needed and be knowledgeable in mail room processes and mail costing allocations. Assist with Central Services Purchasing duties as needed. Deliver janitorial supplies on a weekly basis from Facilities Services Storeroom to appropriate campus buildings so General Maintenance Workers have appropriate levels of cleaning supplies needed to perform their duties. Purchase materials and supplies from local vendors and deliver items to Facilities Services Storeroom and other Facilities Services departments as needed. Pick up morning mail from the post office. Assist in the University hazardous waste disposal program by alerting appropriate University personnel when hazardous materials are found and/or are in the process of being delivered or disposed of.Ensure that hazardous materials are handled and transported properly from the campus department to the disposal site (may be off campus) and ensure that the proper paperwork is filled out. Assist other Facilities Services departments with snow removal (plow and sand) on an as needed basis only. Assist with Motorpool Vehicle cleaning and minor maintenance as needed. 4. To move freight, construction and maintenance materials, furniture, mail, supplies, and equipment through the use of fork lift trucks. Direct students assigned to this responsibility To facilitate the orderly dispersal of received freight from the Service Building loading dock to intended destination as time permits.

Requirements

• Math-Sufficient to add, subtract, multiply and divide when reviewing packages and preparing orders for shipping.
• Data Entry Performance-Sufficient to enter supply information into Mainsaver and into EXCEL and into system for cost allocation.
• Typing/Keyboarding 20 WPM-Sufficient to draft emails.
• Communication Skills-Sufficient to clearly communicate with customers of the department via email, in person, and over the phone.
• Driver’s License-Sufficient to drive the WSU Sprinter delivery van every day to the different buildings on campus to deliver packages
• Customer Service Skills-Sufficient to serve as a courteous representative of the department and communicate with customers while out delivering packages across campus.
• Must have physical ability to bend, stoop, lift crouch, push/pull and stand for long periods of time.
• Must have ability to climb and squat on occasional basis
• Must have ability to walk across campus on a daily basis.
• Must have ability to lift several 50lb packages on a regular basis, ability to lift 80lbs occasionally, and 105 lbs with assistance occasionally.
• Must be able to work in adverse weather conditions such as heat, cold, rain, wind and snow.
• Ability to be certified to operate a Forklift and to operate a Forklift daily.
• Ability to be certified as a Forklift Trainer.

Nice To Haves

• Knowledge of UPS, FedEx and other delivery company procedures to effectively process and deliver outgoing packages in a timely and efficient manner.
• Experience working in a shipping/receiving department
• Experience with cost allocation
• Ability to demonstrate initiative and to be a self-starter.
• Ability to multi-task and establish work priorities.
• Ability to work in an environment with multiple interruptions and be flexible enough to accept interruptions and remain friendly.
• Ability to demonstrate excellent human relations skills
• Ability to operate gators and pallet jacks and includes ability to drive heavy equipment such as bobcats, tractors, gators, snow plows, trucks, pallet jacks, and one-ton sit-up vans.
• The employee shall follow all safety rules and regulations when transporting all materials (including hazardous) and take all necessary precautions to prevent injury and illness.

Responsibilities

• To serve as the primary receiving and dispersing clerk for freight delivered to the Facilities Services loading dock.
• To serve as the primary consumable inventory storeroom clerk for 70+ Facilities Services employees.
• Perform other duties as assigned by the employee’s immediate supervisor.
• To move freight, construction and maintenance materials, furniture, mail, supplies, and equipment through the use of fork lift trucks.
• Direct students assigned to this responsibility To facilitate the orderly dispersal of received freight from the Service Building loading dock to intended destination as time permits.

Benefits

• Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc.
• We promote the health and well-being of our employees and take work/life balance seriously.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed