Central Services Manager

South Orange County Community College District; Mission Viejo (CA); On-site; USD 75,000 - 100,000; Full time

Job summary

South Orange County Community College District seeks a Warehouse Operations Manager to plan, organize, and manage Central Services functions including off-campus purchasing, warehouse, courier services and mailroom. The role oversees inventory, asset control, and timely delivery of supplies to campuses.

Responsibilities include supervising warehouse staff, coordinating with campus departments, and maintaining inventory accuracy.

Qualifications

• Five years of increasingly responsible experience in warehouse operations, storekeeping or a closely related field including at least two years in supervisory capacity.
• Equivalent to an associate of arts degree from an accredited college or university with major coursework in purchasing, business or public administration or closely related field.

Responsibilities

• Plan, organize, coordinate and manage Central Services programs, services, operations and activities, including off-campus purchasing, warehouse, courier services, and mailroom.
• Supervise and participate in the annual physical warehouse inventory; maintain and rotate stock; issue supplies from stock.
• Maintain open purchase order files; authorize off-campus purchases; monitor expenditures per district policies.
• Supervise inter-campus courier services and all mail deliveries; manage routes and schedules.
• Assist in preparing and administering annual program budgets; monitor expenditures.
• Participate in hiring, train, supervise and evaluate assigned personnel; ensure safety training.

Skills

Warehouse operations

Supervisory experience

Inventory control

Budget preparation

Record keeping

Safety regulations

Training and supervision

Interpersonal skills

Purchasing procedures

Computer skills

Education

Associate degree in purchasing, business or public administration

Job description

Specifications are intended to present a descriptive list of the range of duties performed by employees inthe position. Specifications are not intended to reflect all dutiesperformed within the job.

SUMMARYDESCRIPTION

To plan, organize, coordinate, prioritize, and manage CentralServices functions, programs, services, operations and activities,including off campus purchasing, receiving, warehouse, stores,mailroom and courier operations; maintain customer service culture;supervise the warehouse facilities at both campuses in theDistrict-wide receipt, distribution, delivery, storage, inventoryand issuance of supplies, equipment, materials and miscellaneousitems; ensure the timely and accurate inventory control ofwarehouse supplies and equipment assigned as fixed assets; andperform a variety of other technical tasks related to areas ofassignment.

To foster a culture of collaboration, mutualrespect, innovation, and continuous improvement throughout theDistrict; lead by example; actively participate in and supportDistrict-wide participatory governance components and activitiesand other collaborative processes; encourage professionalexcellence among the staff and promote an organizational culture ofcustomer service, innovation, and quality services.

SUPERVISION RECEIVED ANDEXERCISED

Receives direction from the Executive Directorof Business Services or designee of the Chancellor.

Exercises functional and technical supervisionover Central Services personnel as assigned.

REPRESENTATIVEDUTIES

The following duties and responsibilities are typical for this position. Incumbents may notperform all the listed duties and/or may be required to performadditional or different duties from those set forth below toaddress business needs and changing business practices.

• Plan, organize, coordinate and manage theprograms, services, operations and activities of Central Services,including off-campus purchasing, warehouse, courier services, offcampus purchasing, and the District mailroom operation; develop andimplement appropriate methods and procedures to optimize efficientand effective delivery of services to students and staff.
• Develop, coordinate, organize, implement,supervise, control and evaluate activities and operations ofassigned responsibilities; compile and analyze data related toCentral Services activities and operations; recommend improvementsand modifications; develop organizational structures and workprocesses that facilitate attainment of established goals andobjectives.
• Establish schedules and methods to receive andsign for materials, supplies, books, equipment, tools andmiscellaneous items ordered by College and District staff;supervise the unloading and inspection of shipments to verifyconformance to purchase order specifications; prepare full orpartial receipts; reject or accept shipments based on inspectionand report shortages, damages and other discrepancies.
• Establish schedules and methods to schedule,package, load, unload and deliver supplies and equipment frompurchase orders and requisitions; oversee the assembly ofnon-technical equipment and furniture prior to delivery; arrangefor emergency and special deliveries; package and prepare unwantedor defective goods for return to vendors.
• Supervise and participate in the annualphysical warehouse inventory; store, maintain and rotate office andcustodial supplies in stock; fill orders and issue supplies fromstock; maintain an inventory of stock on shelves; prepare andmaintain a variety of records and reports related to warehouseoperations; prepare fixed asset forms and affix inventory controldecals; input and maintain fixed asset and property recordsutilizing a computer terminal; supervise the sale of Districtsurplus property.
• Maintain open purchase order files manuallyand on computer terminal; authorize off-campus purchases on openpurchase orders; forward purchase orders for payment according to established procedures.
• Check shipping invoices against purchaseorders for order discrepancies; confer with and receive calls andvisits from College departments and District employees requestingspecial supply orders; communicate and file claims with vendors andtransportation services regarding shipments as needed; processcredits on returns and/or damaged goods.
• Maintain the warehouse in a clean, efficientand organized manner; arrange stock to ensure maximum usage ofavailable space; operate a variety of equipment including forklift,pallet jack, hand truck and computer terminal to ensure smooth andeffective warehouse operations; and perform regular safetyinspections on all equipment.
• Initiate requisitions for store materials,supplies, equipment, repairs and related items; code to properaccount or verify accuracy of budget number; post transactions;extend costs and run totals; create new item/catalog descriptionsfor stores system.
• Supervise inter-campus courier services andall mail deliveries, mail schedules and hand deliveries; check inmail and assign routes.
• Assist in preparation and administer annualprogram budgets; prepare recommendations, justifications and costestimates regarding budget requests; monitor and controlexpenditures according to District policies and applicableregulations.
• Participate in hiring process; train,supervise and evaluate the performance of assigned technical andclerical personnel; delegate and review assignments and projects;evaluate work products and results; establish and monitor timelinesand prioritize work; schedule regular and ongoing safety training;motivate staff and resolve conflicts within the group.
• Contribute to department meetings, agendas,content and training.
• Perform related duties as assigned.

MINIMUMQUALIFICATIONS

The following generally describes the knowledge and abilityrequired to enter the job and/or be learned within a short periodof time in order to successfully perform the assignedduties.

EDUCATION ANDEXPERIENCE GUIDELINES

Any combination of education and experience that would likelyprovide the required knowledge and abilities is qualifying. Atypical way to obtain the knowledge and abilities wouldbe:

Education:

Equivalent to an associate of artsdegree from an accredited college or university with major coursework in purchasing, business or public administration or closelyrelated field.

Experience:

Five years of increasinglyresponsible experience in warehouse operations, storekeeping or aclosely related field involving the selection, purchasing, storingand issuing of a variety of materials and supplies, including atleast two years of experience in a supervisory capacity.

LICENSES, CERTIFICATES, AND/OROTHER REQUIREMENTS:

Valid California driver's license.Possession of, or ability to obtain, a validforklift operator's certificate.

KNOWLEDGE OF:

Applicable District, local, State and federalpolicies, laws and regulations related to areas of assignment.Basic principles and practices of purchasing.Basic principles of risk management, includingsafety hazards and appropriate precautions applicable to area ofassignment.Budget preparation and administration.Correct English composition, grammar, spellingand vocabulary. District and College organization, operations andobjectives.Effective methods, practices and proceduresused in a District-wide warehouse operation involving the receipt,storage, distribution, delivery, inventory and issuance ofsupplies, equipment, materials and miscellaneous items.Equipment and materials used in warehouseoperations including familiarity with computerized warehouse orinventory application programs.Interpersonal skills including tact, patienceand diplomacy. Inventory control.Operation of computer, peripherals andsoftware programs, including database management, spreadsheet, wordprocessing and specialized software.Oral and written communication skills.Planning and organizational skills.Principles and procedures of record keeping.Principles of training and supervision.

ABILITY TO:

Analyze problems, identify alternativesolutions, project consequences of proposed actions and implementrecommendations.Collect, compile and analyze data.Communicate clearly, concisely andeffectively, both orally and in writing, with diverseconstituencies within and outside of the District.Encourage professional excellence among thestaff and promote an organizational culture of customer service,innovation, and quality services.Establish and maintain cooperative workingrelationships with those contacted in the course of work. Evaluateneeds and estimate future supply requirements for supplies andother inventory items.Interpret, apply and explain complex andtechnical local, State and federal policies, laws, regulations andother legal mandates related to areas of assignment.Maintain accurate records and controls.Maintain current knowledge of biddingprocedures and purchasing operations. Maintain inventory control ofwarehouse supplies and equipment.Manage a District-wide warehouse operation forthe successful receipt, issuance, distribution, delivery, storageand inventory of supplies, equipment, materials and miscellaneousitems.Meet schedules and timelines.Observe health and safety rules andregulations.Operate a variety of equipment including asmall truck, forklift, pallet jack and hand truck.Operate office equipment such as computer,printer, calculator, copier and facsimile machine. Organize timeand workspace effectively.Perform assigned work with speed andaccuracy.Prepare and administer budgets for assignedprogram areas.Prepare and maintain a variety ofwarehouse-related records and reports.Relate effectively to people of variedacademic, cultural and socioeconomic background using tact,diplomacy and courtesy.Select and recommend the purchase of routinelyused materials and supplies. Train, supervise and evaluate theperformance of assigned personnel.Understand and effectively and collaborativelywork in a complicated multi-college environment, as well as withina system of community college districts.Work effectively with others to achieve commongoals including student recruitment and retention. Workindependently with minimum supervision.

WORK ENVIRONMENT ANDPHYSICAL DEMANDS

The conditions herein arerepresentative of those that must be met by an employee tosuccessfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals withdisabilities to perform the essential job functions.

Work Environment:

The work assigned to this classification istypically performed in a warehouse environment. While performingthe duties of this classification, the employee regularly works inextreme heat and cold conditions and is regularly exposed to fumes,airborne particles, toxic or caustic chemicals. Safety shoes andprotective clothing are required. The work environment is noisy.Enlist at least minimal environmental controls to assure health andcomfort.

Physical Demands:

Incumbents regularly required to stand andwalk on hard surfaces for extended periods of time; use hands tofinger, handle, or feel objects, a keyboard or other officemachines, tools or controls; reach with hands and arms; bend,stoop, kneel or crouch; speak clearly and distinctly to provideinformation; and hear and understand voices over telephone and inperson; maneuver effectively in confined spaces. Employees assignedto this classification must regularly lift, carry and/or moveobjects weighing up to 75 pounds.

Range 10of the District Management TeamSalary Schedule

RequiredDocuments:

Resume and CoverLetter
Applications missing therequired documents will be not be considered.

WorkSchedule:

Monday - Friday (6:00AM -3:00PM) - Schedule and shift are subject to change inaccordance with the department's needs.

Hours per Week:40

Months per Year:12