Receiving and Storeroom Administrator

BLANK AST 3 (004722)

UCPath Position ID: 40080232

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1130194

Approved Date:

9/10/2024 2:28:37 PM

Date Last Edited:

9/10/2024 2:28:35 PM

Last Action Effective Date:

3/4/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1330D

Division:

L&S LIFE SCIENCES                      

Department:

088800 - LIFE SCIENCES ADMINISTRATION

Position Details

UCPath Position Number:

40080232

Position Description ID

166800

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

Receiving and Storeroom Administrator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40098212

Reports to Payroll Title:

FAC SUPV 1

UCPath Department Head Position Number:

40058193

Department Head Payroll Title:

FAC SUPV 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Working independently with moderate supervision of Facilities Supervisor, incumbent is to maintain storeroom supplies, expedite orders not received within a given time frame, process returns and credits of damaged merchandise and incomplete or incorrect shipments. Incumbent will assist as needed with receiving, checking and delivering of orders for all the departments that Life Sciences Administration (LSA) services.

Incumbent is to oversee key distribution that includes issuing, collecting and documenting those who are allocated keys. This also includes managing Bruincard key access to provide building and/or room access for multiple locations that make use of card readers. Incumbent is to maintain key stock and key database.  In addition, incumbent will sort and distribute mail to three locations, maintain multiple copiers, track copier usage and provide details to the finance departments. Incumbent is to assist with other duties as assigned by Supervisor or the Building & Operations Manager.

Life Sciences Administration provides research and instructional support, operational support, computer support, website development, and facilities management for several large departments within Life Sciences. It also provides payroll, personnel and financial services for LS Computing, LS Research Core Facilities, and itself.

Purchasing and Expediting

A1. Storeroom inventory orders. Purchase limited goods and services for the storeroom. (E) 

A2. Communicate with vendors via email and telephone. (E) 

A3. Expedite orders placed for our academic departments as well as LSA and Life Sciences Computing.

-Routinely review all orders, which have not been received within a given time frame.

-Respond to faculty and staff regarding damaged merchandise and discrepancies on items ordered/received.

-Contact vendors regarding expedited shipments, returns, damaged merchandise, mis-shipments, and restocking fees.

-Make necessary P.O changes or notify Fund Managers to make necessary P.O changes to reflect all invoices and credit memos. Keep appropriate Fund Manager informed of any significant problem that may arise. (E)

45%

Building & Room Access; Mail

B1. Issue keys and/or provide Bruin Card access to rooms and building entrances to those who have provided the proper forms and documentation. The locations include, but are not limited to, Hershey Hall, TLSB, PGC, Botany, La Kretz Pavilion, BSRB, LSB, Young Hall and Slichter Hall. (E) 

B2. Update and maintain database related to key-to-room locations as well as the database that documents who has been issued and returned keys. (E)   

B3. Maintain key inventory by submitting Facility Service Requests. (E) 

B4. Sort and distribute mail to three locations. Update mailbox assignments as needed. (E) 

B5. Assist with other duties as assigned by Supervisor or Building & Operations Manager. (E)

25%

Storeroom and Receiving

C1. Maintain and adjust storeroom inventory. (E) 

C2. Establish and maintain computerized storeroom recharge accounts for faculty/students/staff/courses for the departments serviced by LSA as well as recharge accounts for outside departments using the storeroom. (E) 

C3. Responsible for the data entry of storeroom sales/purchases into a computer inventory program. (E) 

C4. Assist as needed with receiving, checking and identifying orders, and delivery of materials to individual offices/labs located in multiple buildings. (E) 

C5. Assist storeroom customers which includes helping them to properly prepare and ship out materials via FED-EX, UPS and other carriers. (E) 

C6. Provide assistance for items that are needed in general assignment classrooms such as wireless microphones and other AV equipment. (E) 

C7. Assist the Storeroom Supervisor as requested. (E)

20%

Copy Facilities

D1. Maintain multiple copy machines: order materials, replenish consumables, clear jams, minor repairs, contact vendor for repairs when required. (E) 

D2. Maintain computerized recharge program. Work with the Fund Managers to establish PINs associated with funded accounts. On a quarterly basis assign new PINs to accounts and close out prior quarter accounts for the individual courses for the three academic departments. Authorized PIN is required to operate the copy machines. (E) 

D3. Compile monthly usage data on all copiers and generate recharge reports for management review. (E)

10%

•

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

High School Diploma

High school diploma or equivalent experience

Required

Understanding of University policies and experience with UCLA systems such as BruinBuy+, PAC, or similar.

Preferred

Experience in performing under the stress of frequent interruptions and/or distractions of the storeroom's daily operations.

Required

Experience in the maintenance of departmental Copy and Fax machines.

Preferred

Interpersonal skills to maintaining cooperative and effective working relationships with faculty, students, and other administrators.

Required

Skill in speaking clearly and distinctly, using appropriate vocabulary and grammar. Ability to communicate effectively.

Required

Ability to function as a team member or act independently as required by the circumstances. Skill in working independently and following through on tasks with minimal supervision.

Required

Ability to interact with a variety of professionals and salespersons in order to make Department needs known and to follow through to completion of action.

Required

Demonstrated skill in setting priorities which accurately reflect varying levels of importance of multiple work assignments.

Required

Skill in writing clear, concise, logical and grammatically correct business correspondence.

Required

Basic mathematical skills for computations to calculate charges and percentages.

Required

Working knowledge of Microsoft Office, such as Word, Excel, Outlook, etc. and other related PC software.

Preferred

Ability to analyze, evaluate, and manage working inventories for a diverse research environment.

Required

Knowledge of audio-visual equipment instructional use sufficient to advise and train faculty and TA's.

Preferred

Ability to assess situations and problems, identify solutions and refer to supervisor as necessary.

Required

Ability to lift and move items of a minimal weight of 50 pounds.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

TLSB

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

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.