Job Specification

Purpose of Position :

To supervise the day-to-day operations of a stock room for a correctional facility.

Duties / Responsibilities :

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; assembling, repackaging goods and mixing products for distribution/use.

2. 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, review3 and reconciliation).

3. Identifying and recommending operational and procedural changes to improve storekeeping operations, (e.g. location of stock, stock room security).

4. Providing supervision to selected offender helpers, instructing in work methods and preparing reports on conduct and performance; ensuring safety and security of stock room staff, offender helpers and stores area.

Knowledge :

Job requires knowledge of ministry stockkeeping policies and procedures in order to supervise the receipt, storage, recording, control, security and distribution of stock, parts, products 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 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 the stock room area, 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 transaction data 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.

Skills :

Job requires analytical and problem-solving skills to identify and prevent safety risks concerning stock layout (e.g. unbalanced stacking on overhead racking), to review and evaluate operational procedure and to recommend improvements in support of stock room operations (e.g. location of stock, security modifications to stock room facilities). Job requires problem-solving skills in rearranging schedules and re-assigning workload to meet fluctuation priorities and coordinating deliveries to minimize costs and maximize storage, and in handling complaints and ensuring proper documentation is maintained to support claims and return goods. Job requires analytical skills to provide input to offender helpers disciplinary/performance reports and recognize security work place hazards so that corrective action can be prompt.

Job requires oral communication skills to explain instructions and procedures regarding the processing of equipment/supply requests; to discuss and resolve problems with suppliers and ministry staff (e.g. discrepancies in receipt/billing of goods and the availability of items, materials and equipment, delayed back orders, items not up to specifications); to provide information to offender helpers in stockkeeping methods and procedures. Job requires written communication skills to prepare reports (e.g. offender behaviour, turnover and volume, stock summaries). Job requires interpersonal skills when dealing with staff and offender helpers on matters relating to stockkeeping operations (e.g. work assignments, resolving conflicts).

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 stockkeeping 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).