Stores Supervisor, Senior

STOREKEEPING SUPV 1 (005041)

UCPath Position ID: 40048208

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1111232

Approved Date:

5/22/2026 8:25:41 PM

Date Last Edited:

5/22/2026 8:25:38 PM

Last Action Effective Date:

1/8/2015

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6440D

Division:

BUSINESS & FINANCE SOLUTIONS

Department:

329000 - RECEIVING

Position Details

UCPath Position Number:

40048208

Position Description ID

170799

UC Payroll Title:

STOREKEEPING SUPV 1 (005041)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40059562

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40059562

Department Head Payroll Title:

ADMIN MGR 1

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

8485

AUTO EQUIP OPR PRN

3

5061

STOREKEEPER LD

1

POSITION SUMMARY

Under the general supervision of the Director of Mail, Document, and Distribution Services, incumbent is responsible for managing operations and planning the budgeting needs of the Cylinder Management department located in at the Center for Health Sciences (CHS) main loading dock at 650 Charles E. Young Drive A-Level.  The annual budget for operations that include the sale and rental of compressed gas cylinders, research alcohol, and supplies is in excess of $800,000.  The position is responsible for managing a staff of three whose job functions include receiving and verifying inbound cylinder shipments, ordering stock and tracking movement of cylinders, preparing and executing deliveries, end-user support such as connection of cylinder tanks, obtaining signatures on the daily delivery route sheet, picking up empty cylinders for return and accounting for their movement, taking orders from customers, placing orders with vendors, and follow-up with outstanding issues. Special projects often include cylinder inventory verification and customer inquiry investigation.  The incumbent is specifically responsible for daily operations; planning budgetary needs; software and database management; human resource management including hiring,  employee evaluations, and corrective action; space and staffing requirements; determining appropriate stock control methods; stock selection and procurement;  inventory management;  approving payments; operating policies and procedures; organization; customer service to academic, medical , and research clients;  vendor relations; timekeeping functions for staff; and oversight of safety programs.Specialty knowledge of compressed gas cylinder industry is required including use of industry specific software especially in large University setting. Use of an electric pallet jack is required for some deliveries. Audit responsibilities include financial control, inventory control, Hazardous Material Management compliance, OSHA compliance, UCLA Fire Compliance, and EH&S Safety Program Compliance.

UCLA Mail, Document & Distribution Services (MDDS), a division of UCLA under the Office of the Vice Chancellor & Chief Financial Officer, is a premier on-campus service center offering comprehensive solutions for document services, digital scanning, mail, messenger, shipping/receiving, and compressed gas cylinder services. With a dedicated team, MDDS supports the University of California’s mission of teaching, research, and public service by delivering high-quality, cost-effective services. MDDS provides innovative campus wide solutions to complex financial and business matters, maximizing value to the University community.

MANAGEMENT OF CYLINDER RECEIVING, DELIVERY, AND ORDER TAKING PROCEDURES

Receiving:

 • Verify inbound shipments from outside vendors utilizing bar-coded scanning software systems.

 • Check for apparent or possible cylinder damage.

 • Properly store items for later delivery.

 • Maintain and understand all safety regulations throughout delivery and storage process.

 • Sign carriers' paperwork for receipt of goods.

 • Record newly received inventory into accounting system.

 • Resolve discrepancies and reconcile back-orders.

 • Responsible for management of cylinder yard in a neat, orderly, and safe manner.

Delivery:

 • Manage movement of shipments from staging area, to vehicle, to customer location using proper safety procedures and equipment.

 • Manage the verification of orders and invoices to ensure proper delivery and inventory accounting.

 • Manage the placement of cylinders in proper locations as requested by customers.

 • As necessary, manage the relocation or disconnect ion of old cylinders and reconnection of new cylinders following proper safety procedures.

 • Manage the verification of cylinder markings and recording of cylinders-in and cylinders-out.

 • Manage the fleet of vehicles including general vehicle maintenance such as refueling, checking fluid levels, and general cleaning.

 • Responsible for security, inspection, and employee training.

 • Decision responsibility on new vehicle purchases or leases. Provide support for other duties as assigned.

Order Taking Procedures:

 • Manage customer service to UCLA staff and faculty via personal interaction, phone, fax, or email. 

 • Retain knowledge, train staff, and communicate with campus clients cylinder safety, chemical availability, and special order procedures.

 • Responsible for communicating and coordinating deliveries with outside vendors and ensuring all staff interactions are carried out in a professional and appropriate manner.

 • Responsible for follow-up with outside vendors to answer customer inquiries, track down inventory, verify proper billing, estimate back-order delivery times, create specific special gas orders, and coordinate deliveries.

 • Responsible for placing orders in a timely fashion to ensure expedient delivery.

 • Manage and maintain proper records to ensure proper inventory levels.

 • Maintain neat and orderly workspace.

40%

ADMINISTRATION

 • Responsible for proactive customer service in provision of timely, efficient, and mistake-free service.

 • Respond to customer requests, freight bill inquiries, and delivery concerns.

 • Responsible for record keeping functions including inbound delivery manifests, route sheets, signature capture upon delivery, returned goods, damaged goods, interdepartmental recharges for special services, outbound UPS shipment requests, and other pertinent items.

 • Manage, authorize, and review timekeeping functions to ensure accurate payroll expenses.

 • Manage Cylinder Management Space inventory at multiple locations.

 • Budgetary responsibilities include data gathering, payroll recommendations, budget narrations, fiscal projections, strategic planning, and other documents as assigned.

 • Project management including investigating and making recommendations on special projects such as new technologies, coordination of large department relocations, facilities maintenance and improvements, equipment purchases, vehicle acquisition, new revenue streams, and customer service initiatives. Coordinating and implementing recommendations.

 • Responsible for human resource functions such as preparation and delivery of employee evaluations, employee wage proposals, workers compensation first reports of injury, coordination of employee satisfaction surveys, and conducting regular and periodic employee informational meetings.

 • Design and implement Cylinder Management marketing initiatives. Attend vendor fairs as representative of UCLA Cylinder Management in an effort to promote future business.

 • Develop Cylinder Management procedure manual and revise periodically as necessary. Train staff in Cylinder management functions and proper procedures.

 • Other unspecified administration duties as assigned.

35%

OPERATIONS

 • Assign daily work schedules.

 • Manage the proper training and orientation of new employees as well as on-going training for all employees as operational needs change.

 • Personnel actions include: Selection of new employees Employee evaluations Administer corrective action as necessary.

 • Create and manage work rules and regulations.

 • Ensure the proper utilization of appropriate safety procedures and equipment. Maintain knowledge of current procedures through vendor and EHS training opportunities.

 • Liaison to campus community of correct handling, storage, and return of  cylinder management equipment and supplies.

 • Manage audit functions in reconciliation of cylinder inventories and charges.

 • Liaison to campus departments relative to services provided through Cylinder Management.

25%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and / or equivalent combination of education and experience / training

Required

5 years

of supervisory experience in a large stores work environment with annual sales upwards of $600,000 and specifically including compressed gas and research alcohol commodities.

Preferred

Driver License

•

Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles.

Required

Demonstrated ability to manage and supervise staff of diverse individuals in a high volume, multi task environment. Skill in establishment and maintenance of cooperative working relationships with co-workers, departmental staff, and University employees.

Required

Ability to comprehend and translate financial and operational issues related to compressed gas and research alcohols operations.

Required

Working knowledge of compressed gas and research alcohol commodities including safety regulations and interpretation of formula.

Required

Working knowledge of University locations and/or the ability to read and interpret maps.

Required

Skill in performing multiple tasks with frequent interruptions and/or distractions. Ability to follow oral and written instructions.

Required

Organizational skills to prioritize varied duties effectively while maintaining a high level of productivity, accuracy, flexibility, and attention to detail.

Required

Writing skills meeting professional standards, in order to produce business correspondence.

Required

Demonstrated verbal skills in order to communicate in a professional manner in person and on the telephone with customers, vendors, and personnel at all staff levels.

Required

Skill in business math sufficient to assist in preparing budget, accounting, and other financial documents.

Required

Working knowledge of how to properly move cylinders from one location to another using appropriate cylinder hand trucks and correct techniques.

Required

Ability to use an electric lift following all safety procedures.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

555 Westwood Plaza

Standing/Walking

X

X

Sitting

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.