Finance and Administration

GENERAL DESCRIPTION OF CLASS

The WAREHOUSE COORDINATOR coordinates warehouse activities and directs the staff performing routine duties as part of a warehouse operation. The Warehouse coordinator compiles, records and prepares reports on various warehouse activities, coordinates ordering merchandise and assists in the overall management of the warehouse operations including developing policy, procedures, and plans.

DISTINGUISHING FEATURES

This is a single classification and not currently part of a series of classes.

DUTIES AND RESPONSIBILITIES

The duties listed below are not inclusive but characteristic of the type and level or work associated with this class. Individual positions may perform all or some combination of the duties listed below as well as other related duties.

1. Coordination Responsibilities. Coordinates and participates in the physical inventory of warehouse items, compiling inventory records and preparing reports, as needed, and organizing surplus property storage. Monitors inventory to maintain adequate supply of items. Schedules and coordinates setup or public auctions. Compiles order requests from various sources, ensures compliance with specifications and determines type and quantity of items to order. Prepares purchase order requests and notifies purchasing agent of order specifications. Prepares emergency and special orders on non-stock items. Compiles and completes inventory, ordering, and receiving records and reviews reports for correctness. Evaluates performance of materials ordered to insure purchasing the most economical and durable products. Directs and oversees the work of warehouse workers. Assists supervisor in planning, assigning, and reviewing the work of warehouse workers, prioritizing the delivery schedule. Evaluates employee performance and provides input on performance appraisal. Assesses training needs of staff and assists supervisor in providing appropriate instruction and in providing initial orientation to new employees.
2. Administrative Duties. Assumes responsibility for managing warehouse operations in the absence of the supervisor or assists in various aspects of the warehouse management activities as directed. Maintains appropriate records and prepares reports on various warehouse activities as directed. Assists in developing policy, procedures, and plans for warehouse activities and acts as liaison to agency staff requesting unit's services. Researches used equipment market value to evaluate resale prices and screens Federal surplus at regional depots for possible agency use.
3. Warehouse Operation. Performs, directs, or oversees warehouse operations. Receives and logs incoming freight shipments, including retrieving freight from other location. Verifies freight against invoice and purchase order, reporting any discrepancies. Uses loading and unloading equipment to store items in warehouse, stock shelves and retrieve items from storage according to requests. Fills orders from stock, rotates stock and delivers items to designated location according to schedule. Obtains signature or receipt of items and completes necessary inventory records. Returns empty carts, pots and pans, and usable food to warehouse and stores in proper location. Retrieves and places outgoing freight on shipping dock. Makes unscheduled or emergency deliveries and maintains warehouse in a clean, orderly manner.

RELATIONSHIPS WITH OTHERS

Employees in this class have daily in-person contact with other agency staff to receive orders, issue merchandise, answer questions, and coordinate warehouse operations. They have regular contact with vendors to receive merchandise information and place orders, with warehouse workers and office staff to direct, oversee and coordinate warehouse functions such as inventory, purchasing, shipping, receiving, and delivery, and with the business office in such areas as inventory control, billings, purchasing, etc. Employees have regular contact with freight and transport companies regarding delivery of goods.

SUPERVISION RECEIVED

Employees in this class receive general supervision from an administrative superior who assigns and reviews work on a daily basis, or at staff meetings, or from reports submitted on the operation of the warehouse. Employees use agency administrative guidelines, state purchasing procedures, and department procedures to conduct the operations of the warehouse. Some employees use a food handlers manual to ensure proper handling of food items.

GENERAL INFORMATION

Positions are located in departments or agencies throughout the State of Oregon that maintain a warehouse operation (e.g. food service, physical plant, printing). Some positions require the willingness to stand on hard surfaces for extended periods of time or to lift heavy objects.

MINIMUM QUALIFICATIONS

• Knowledge of warehouse operations and storeroom methods in the areas of shipping/receiving, delivery/stock rotation and inventory control procedures; AND
• Knowledge of transportation agencies and shipping methods.