Job No. 544578 Distribution Lead - California State University System : Job Details

CLASSIFICATION TITLE: Administrative Analyst/Specialist Exempt I

UNION CODE: R09

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $4,598 - $5,834

* However, offer amount will be commensurate with candidate's experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,598 - $8,318

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

SPECIAL INSTRUCTIONS TO APPLICANT: Incumbent must successfully pass a pre-employment physical exam and background check.

POSITION PURPOSE: Under general supervision of the Assistant Director of Procurement, Contract and Distribution Services, the Distribution Lead coordinates Asset Management/Property, Shipping & Receiving and Mail Services in compliance with federal, state and CSU policies and procedures. The Distribution Lead manages the property/fixed assets control system for the University utilizing the CFS/PeopleSoft Asset Management System, schedules and conducts campus wide inventory and handles the disposal of surplus equipment in accordance with CSU and GAAP standards.

The Lead also assists with mail services and shipping and receiving duties including entering receipts in both CFS and Procure-to-Pay (P2P) systems. The incumbent may use powered or non-powered materials handling equipment and delivery trucks; and prepares and/or files forms associated with receipt and delivery of goods, including DMV paperwork for vehicles.

This position also provides services to a variety of customers while performing distribution services activities, through responding to questions and information requests regarding mail handling, materials management, and inventory control.

DUTIES & RESPONSIBILITIES:

Lead Direction

* Provide lead direction to Distribution staff by reviewing work, assigning and prioritizing workload based on operational needs, and addressing and resolving workflow issues to ensure seamless operations.

* Assist in updating and developing procedures and policies for department and organization as it relates to distribution services.

* Function as lead for any software and/or system upgrade or implementation including testing and training.

* Train and cross train Distribution Services staff to develop proficiency in operational tasks and provide flexibility and coverage during absences.

* Assist in hiring Distribution staff by participating in interviews, providing input on hires, and performing onboarding and orientation support for new staff.

* Oversee monthly internal chargebacks ensuring accuracy and timeliness of data entries, reviewing discrepancies, and coordinating with relevant departments to resolve issues.

Inventory & Asset Management

* Manage and maintain non-capital and capital equipment for the campus.

* Record assets purchased or acquired in CFS PeopleSoft asset module, ServiceNow, and/or other system.

* Dispose of surplus assets through auction or donation to non-profit organizations, ensuring compliance with applicable regulations and university policies.

* Work collaboratively with General Accounting on asset management projects and issues.

* Train department property custodians and coordinate property transfer and disposition processes.

* Conduct physical inventory inspections on scheduled basis using bar code scanner or device to verify and update records while identifying and resolving inconsistencies.

* Maintain security of transferred property until disposition and manage agreements for disposed property.

* Maintain property checkout agreements for campus, monitoring usage and adherence to terms while providing guidance to campus departments.

* Assist with audits by preparing reports, addressing inquiries, and supplying documentation for compliance verification.

Shipping & Receiving

* Assist with processing and delivery of parcels by monitoring incoming shipments, preparing packages for delivery, and resolving delivery discrepancies to maintain service standards.

* Use package tracking system and enter receipt data in PeopleSoft/CFS or P2P.

* Receive and inspect shipments and compare goods with Purchase Order information, documenting damages or discrepancies and coordinating resolutions with vendors.

* Resolve shipping issues or disputes, liaising with carriers and vendors to negotiate solutions and minimize service interruptions.

Mail Services

* Assist with mail pickup at USPS, sorting and delivery of USPS mail and intercampus mail.

* Process outgoing mail including bulk mailings.

* Maintain accounts and permits related to mailing such as USPS and Pitney Bowes and resolve account-related issues promptly.

Train/Lead Student Assistants

* Coordinate the hire and training of student assistants.

* Lead and direct student assistants in daily tasks of distribution services, providing clear instructions, monitoring performance, and offering constructive feedback.

* Review and approve student timesheets, ensuring accuracy and compliance with timekeeping policies.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE - Bachelor's degree and/or equivalent training and three (3) years of recent administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Experience in processing, inspecting, and delivering mail and parcels.

LICENSES - Possess a valid California driver's license appropriate for each vehicle operated which may include two-axle single-motor and one towed vehicle (e.g., a trailer with a gross weight of 6,000 pounds or less) as required.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) -

* Regular and reliable attendance is required.

* Thorough knowledge of the methods and practices used in inspecting, maintaining, issuing, recording, and removing inventory.

* Ability to interact with multiple levels of management, provide customer service and establish positive working relations with staff, faculty, and students.

* Knowledge of public administration principles, practices and methods.

* Ability to accurately interpret and apply current postage rate charts and regulations.

* Working knowledge of methods, practices, and equipment used in receiving, storing, packing, and shipping materials and supplies.

* Ability to match names and numbers quickly and accurately; keep simple records and make simple reports; read and write at a level appropriate to the duties of the position; make simple mathematical calculations; operate powered materials handling equipment; apply safe methods of moving heavy supplies and equipment; perform manual labor.

* Ability to operate electric carts, dollies, pallet jacks and forklift.

* Ability to provide effective lead direction by organizing and prioritizing work assignments, mentoring team members to enhance performance, and resolving operational issues, ensuring alignment with organizational policies and objectives.

* Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.

* Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.

* Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.

* Excellent communication skills, ability to effectively communicate information in a clear and understandable manner.

* Thorough knowledge of English grammar, spelling and punctuation.

* Ability to interpret, communicate and apply policies and procedures.

* Demonstrated ability to maintain a high degree of confidentiality.

* Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.

* Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.

* Working knowledge of or ability to quickly learn University infrastructure, policies and procedures.

* Must be willing to travel and attend training programs off-site for occasional professional development.

* Must be able to work occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

* Thorough knowledge of property accounting and CSU policies related to asset transfers and disposal.

* Skills and experience in CFS/PeopleSoft, MS Office.

* Ability to operate forklift, electric carts and pallet jacks.

* Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: HEAVY WORK - 50% or more of the activities involve walking, standing, squatting, kneeling or climbing; lifting heavy weight objects which may exceed 50 pounds.

ENVIRONMENTAL FACTORS:

* Is exposed to excessive noise Is around moving machinery

* Is exposed to marked changes in temperature and/or humidity Is exposed to dust, fumes, gases, or radiation, microwave

* Drives motorized equipment

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Advertised: Dec 05 2024 Pacific Standard Time

Applications close: Jan 02 2025 Pacific Standard Time