Stockroom Supervisor

About Occidental College

Founded in 1887, Occidental is a nationally recognized, private college of the liberal arts and sciences, dedicated to providing a gifted and diverse group of students with a total educational experience of the highest quality -- one that prepares them for leadership in an increasingly complex, interdependent and pluralistic world.

What makes Occidental special? An intellectually rigorous academic environment. Small classroom settings where students collaborate with professors and their peers while pursuing or discovering their passion. A beautiful residential campus that offers students hands-on engagement with the cultural and intellectual resources of Los Angeles. A community open to stimulating conversation and divergent points of view. Some 2,100 students from 46 states and 28 countries choose from 41 majors and minors and participate in one the country’s top undergraduate research programs. Oxy students routinely win top awards and fellowships; its first Rhodes Scholar was named in 1907. Dedicated to excellence and equity, Occidental also is one of the country’s most economically diverse campuses, according to the New York Times. Some 71 percent of Oxy students receive some form of financial aid; 20 percent are Pell Grant recipients; and 19 percent are the first in their family to attend college

Title: Stockroom Supervisor

Department: Facilities Management - Stockroom

Duration: Indefinite

Employment Status: Non-Exempt, Full Time, 40 hours per week

Job Summary

Reporting to the Assistant Director of Facilities Services, the Stockroom Supervisor will supervise staff and manage the Facilities Management inventory control system, as well as central shipping and receiving, and will ensure the accuracy of special event setup functions. The supervisor receives stock items, restocks shelves, issues stock, and pulls orders for interdepartmental charge slips (IDC). The supervisor will enter data into the computerized maintenance management system (CMMS), maintain inventory minimum and maximum levels and reorder points, and ensure that event setups are supported and performed in a professional and timely manner.

Job Duties

• 30% - Supervises staff and manages Facilities Management Department stockroom, warehouse, shipping and receiving and special events set-up functions of over 6,000 line items and $275,000 inventory. Physically receives stock and non-stock supplies from shipper or delivery agent. Checks packing slip, validates received versus shipped versus ordered documents. Receives student packages, issue to students. Notes discrepancies, informs management, and recommends corrective action. Promptly processes goods and wares delivered from common carriers and others deliveries. Ensures stockroom is operated in the most efficient and customer orientated manner possible. Performs annual inventory reconciliation. Issues and collects back tools and equipment for on campus use. Conducts annual inventory of tools. Makes sure equipment is clean and in good working order. Maintains satellite storage area of unused furniture. Collects all equipment and furniture that can be recycled and transported to recycling company. Purchases supplies in absence of Procurement Buyer. - (Essential)
• 30% - Organizes and ensures special event set ups are accomplished on time and picked up on time and performed in a professional manner. Manages and organizes maintenance helpers daily schedule to include set ups, moves, deliveries. Charges customers daily for rental of equipment thru of CMMS system. - (Essential)
• 20% - Develops and controls area budget A001-8120. Enters data into the CMMS (Mainsaver) Inventory Module. Records Oxy stock numbers, quantities issued, employee identification numbers, and work order numbers on interdepartmental charge slips (IDC). Reviews transactions for accuracy, identifies errors and significant trends, and recommends solutions to problems. Runs issue reports and order point lists to determine reorder quantities. Processes transactions daily in a timely manner to support invoice processing. Responsible for maintaining the Parts Master to ensure it is current and accurate. Sets up new stock items in the Parts Master prior to purchase by the Procurement Buyer. Runs daily reports to maintain adequate stockroom inventory levels. Issues supplies and materials across the stockroom counter via interdepartmental charge (IDC). Provides customer service by assisting requesters with correct stock numbers and quantities. Physically pulls orders and assists with loading supplies into vehicles. Supports the Procurement Buyer with stockroom personnel picking up supplies off campus, as required. Maintains the stockroom in a clean and orderly condition. Ensures all parts are clearly labeled and stored in their designated locations as indicated in the system. - (Essential)
• 10% - Conducts and is responsible for the annual inventory reconciliation required by college auditors. Reconciles inventory usage with the College general ledger and the chargeback system. Organizes the stockroom’s physical inventory of approximately 7,000 individual items and checks variances between recorded and actual quantities. Prepare a final report for the Assistant Director to forward to the Business Office for the college audit. Evaluates and implements maintenance management improvements to enhance productivity, effectiveness, efficiency, and the overall image of Facilities Management Stockroom functions, with a focus on customer service. Perform administrative tasks as required. - (Essential)
• 10% - Directly supervises, hires, and trains two bargaining unit maintenance helpers, as well as temporary employees and students as needed. Ensure they have their daily schedules through Mainsaver. Performs annual employee performance appraisals. Validates and submits payroll for stockroom personnel. - (Essential)

Minimum Qualifications

• High school diploma or GED. Valid forklift operator certification.
• Five years of stockroom, inventory control, and/or purchasing experience using computerized applications, along with two years of supervisory experience and material handling experience.
• Ability to analyze, synthesize and organize data, and present findings in a comprehensible manner for different audiences.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically. Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently. Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.
• Knowledge of contemporary leadership and management methods to ensure employee success and achievement, and demonstration of related and applicable skills as evidenced by the ability to effectively direct, assess and evaluate performance of direct reports.
• Ability to effectively design, define, describe and document job functions, responsibilities, tasks, and required qualifications associated with supervised positions, and the demonstrated skills in assessing candidates’ experience, knowledge, skills and abilities when hiring for vacant positions, ensuring the best choice of candidate.
• Ability to provide employee development, training and opportunities for direct reports to demonstrate performance achievement and success; recognizing performance of both above standards and needs improvement and respond accordingly. Skilled at communicating feedback verbally, in writing and electronically; and documenting performance via introductory and annual performance appraisals.
• Skilled in developing and determining corrective employment/performance/behavioral strategies, as needed.
• Demonstrated ability to design and execute performance improvement plans, conducting disciplinary action and/or determining the appropriateness of employment continuation.

Preferred Qualifications

• Associate’s degree in business administration, Supply Chain Management, Logistics, or a related field.
• Seven years of progressively responsible experience. Demonstrated experience in developing and implementing improved processes and contemporary practices.

EXPECTED HIRING RANGE: $22.60/hr-$27.40/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous compensation and benefits package.