Central Services Specialist

Application Instructions:

• Complete all sections and fields on the application and attach all required documents – incomplete applications may not be considered.
• Include all relevant education, training, and/or experience on the application.
• Do not include any personally identifiable, confidential, or otherwise unrequested information that does not pertain to job related factors (e.g., social security number, date of birth, pictures, etc.) on your application or attached documents.
• For job postings with a close date, all applications received by 11:59 PM (Pacific Time) on the job posting close date, will receive consideration.
• For job postings with an initial screening date, all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date, will receive priority consideration; however, typically the job posting will remain open, and continue to accept applications, until the position is filled.

Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general supervision from the Central Services Supervisor, performs responsible and specialized duties in support of the Districts Central Services functions, including stores, fixed assets and inventory control; prepares and maintains records; and processes accounting documents in support of these functions and activities.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Perform specialized clerical and technical duties in support of the Districts Central Services function; independently maintain detailed records and process documentation related to stores, fixed assets and inventory control.
• Prepare and maintain clerical accounting records associated with assigned functions; check accounts, post expenditures or encumbrances, and balance accounts.
• Post materials received on purchase orders according to established procedures; research and expedite overdue items and contact vendors regarding incorrect items or amounts and damaged goods.
• Receive, review and complete all stock requisitions; code to proper account and verify accuracy of budget number; post transactions on computer terminal; extend costs and run totals.
• Authorize issuance of supplies, material and equipment stocked in the warehouse for distribution to various locations throughout the District.
• Prepare open purchase orders for faculty and staff as appropriate.
• Perform a variety of general clerical duties in support of Central Services; answer telephones and relay messages; type documents, invoices and memos; prepare various reports; receive, sort and distribute mail.
• Maintain files; update and clear items received; compile records of supply transactions; verify final report.
• Answer questions and provide information to District staff regarding stores orders and related problems.
• Maintain inventory control of all items; determine inventory levels and reorder points; initiate purchase orders for replenishment of items.
• Respond to requests, directions and inquiries from vendors regarding purchase orders, account balances, inventories and deliveries; cancel items and change dates as directed.
• Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Principles, practices and terminology used in clerical accounting, record keeping, and storekeeping.
• District purchasing processes including required documentation and records maintenance.
• Financial and statistical recordkeeping techniques.
• General warehousing practices and procedures.
• Inventory control practices and procedures.
• Modern office procedures, methods and computer equipment.
• Preparation, processing and maintenance of inventories and records.
• Occupational hazards and standard safety practices.

Ability to:

• Perform specialized and responsible duties related to Central Services functions and activities.
• Perform clerical accounting duties such as posting to accounts, verifying extensions and checking balances.
• Maintain accurate and current records of transactions.
• Contact vendors regarding overdue orders and expedite delivery.
• Receive materials and sign for U.S. mail and items delivered by special carriers.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Report to work on a regular and consistent basis, as scheduled, to assigned job.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to completion of the twelfth grade supplemented by specialized training or college level courses in purchasing, accounting, bookkeeping or a related field.

Experience:

Two years of increasingly responsible bookkeeping or storekeeping experience.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment:

Work is performed primarily in a standard office setting. Subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with academic and classified staff and others. At least minimal environmental controls are in place to assure health and comfort.

Physical:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision:

See in the normal visual range with or without correction.

Hearing:

Hear in the normal audio range with or without correction.

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