Job Specification

Purpose of Position :

To supervise the day-to-day operations of the Central Stores for Central East Correctional Centre.

Duties / Responsibilities :

The incumbent is responsible for the day-to-day operations of the Central Stores at the Central East Correctional Centre, which has an inmate capacity of 1,250, by:

1) Overseeing and participating in the day-to-day storekeeping operations involving purchasing, receipt, verification, storage, control, security, packaging and shipping of parts, stock items, materials, products, and equipment.
2) Assembling, repackaging goods and mixing products for distribution and use.
3) Providing training, direction and advice to subordinate staff; establishing priorities, assigning and reviewing work, resolving problems, e.g. dealing with supplier.
4) Supervising the update of a manual/computerized storekeeping database to record and monitor inventory acquisition and distribution; maintaining accurate records of stores database activities; e.g., summary report run-off, review and reconciliation.
5) Identifying and recommending operational and procedural changes to improve storekeeping operations; e.g., location of stock, stockroom security.
6) Supervising and instructing selected offender helpers including writing reports; e.g. incident, performance or behaviour, ensuring safety and security of offender helpers and security of tools, equipment, materials and the work area.


*Supervises inmate helpers for majority of working day, Custodial Responsibility Allowance applies (K-1 salary note)

Staffing and Licensing :

Lift Truck Licence

Knowledge :

Job requires knowledge of ministry stock-keeping practices and procedures in order to supervise the receipt, storage, recording, control, security and distribution of stock, parts, products and equipment, e.g., overseeing the checking, recording and monitoring activities of subordinate staff with respect to the movement of materials, supplies and equipment.
Job requires knowledge of ministry record-keeping procedures for processing stock transactions and maintaining inventory control in order to access, monitor and review transaction status and reconcile/balance purchase statements.
Job requires knowledge of relevant sections of legislation, regulations and institutional policies and procedures such as the Occupational Health and Safety Act and the Workplace Hazardous Materials Information System (WHMIS) to ensure proper handling, mixing and storage of goods, and safety and security of stock areas, subordinate staff, and offender helpers.
Job requires knowledge of equipment/stock tracking and inventory control database system to ensure the accurate and up-to-date recording of stock transactions and to monitor the movement of materials, supplies and equipment.
Job requires knowledge of government and ministry purchasing policies, procedures and standing agreements in order to purchase goods and equipment to authorized limit.
Job requires knowledge of computers and related software to input data and produce reports.

Skills :

Job requires supervisory and training skills in dealing with subordinate staff and selected offender helpers and directing their activities, assigning work, inspecting for quality and task completion.
Job requires organizational skills to co-ordinate activities in the stock room and to prioritize activities to meet ordering deadlines, inventory counts, unloading of shipments, repackaging of supplies, etc.
Job requires oral communication skills to explain instructions and procedures regarding the processing of equipment and supply requests; to discuss and resolve problems with suppliers.
Job requires written communication skills to prepare reports on offender helpers and for management on stock summaries and activities.
Job requires problem-solving skills to identify, resolve and prevent safety risks concerning stock layout, e.g. unbalanced stacking on overhead racking, in storing, moving, unloading and loading of supplies.
Job requires analytical skills to arrange schedules and to re-assign workloads to meet fluctuating priorities, deliveries, etc., and to co-ordinate deliveries to minimize costs and maximize storage, and in handling complaints and ensuring proper documentation is maintained to support claims and return of goods.
Job requires ability to operate a computer and related software.
Job requires the ability to operate loading equipment.

Freedom of Action :

Job requires working in accordance with institutional policies and procedures with regard to security standards and relevant legislation governing safety requirements.
Job requires working in accordance with government and ministry stock keeping and purchasing procedures and established practices, relevant legislation and regulations.
Job has freedom to arrange delivery schedules, and to develop and implement operating and procedural methods of receiving, storing and stock issuing functions.
Job requires submitting regular summary reports (database printouts) to supervisor indicating stock on hand and the movement of equipment and materials.
Job requires work to be reviewed weekly and referring to supervisor unusual situations; e.g., unauthorized stock requests, dramatic changes in consumption, shipping delays, etc.
Job requires recommending to supervisor cost effective measures; e.g., changes in minimum/maximum inventory levels to minimize inventory levels, disposal of surplus or obsolete items, etc.