Job Specification

Purpose of Position :

To perform manual and stock control duties related to warehousing and stores operations. To purchase, receive, record, store and distribute materials, products, and equipment.

Duties / Responsibilities :

Working in a team environment, the position provides warehousing and stores services by:

•Receiving, handling, packaging, and storing stock items, materials, products, and equipment.
•Checking incoming goods for correct quantity, acceptable quality, loss or damage in transit, e.g. comparing with packing slips/purchase orders.
•Filling stock requisitions/orders and distributing supplies and equipment to authorized personnel.
•Preparing Purchase Orders to replenish stores stock including goods such as paper, printing supplies, wood, acrylic glass, safety and cleaning supplies, screws, washers, bolts, tape, and other fabrication related products.
•Taking inventory and monitoring stock and equipment levels. Job requires maintaining either a manual or computerized database inventory by entering and updating stock transaction data (e.g. client, date, quantity, description, cost), to indicate and track the receipt and issue of materials, supplies and equipment. Job requires responsibility for storage, maintenance, and repair of small power tools, eg. saws, drills, sanders, nail guns, etc.
•Receiving, maintaining, and issuing a range of stockroom supplies and safety equipment including fall restraint related items; utilizing a forklift to ship/receive stock.
•Unloading shipments, checking incoming materials and supplies against packing slips for shortages, damages, errors, substitutions. Checking to match against purchase order. Preparing receiving reports for incoming goods. Notifying suppliers of any damage or discrepancies. Trace items which have gone missing.

Stores Counter Clerk duties include:

•Order fulfilment, checking/preparing purchase orders, and receiving and replenishing stock.
•Maintaining manual or computerized inventory records and controls, e.g. updating card index, filing purchase orders, running off computer printouts including entering and updating stock transactions to track the receipt and issue of supplies and materials (e.g. number of items, client, date, quantity, description, cost).
•Performing periodic and annual inventory counts and monitoring stock levels.
•Providing recommendations for the write off of slow moving inventory.
•Determining safety stock levels and ordering product to replenish stock when the threshold is met.
•Preparing, packaging, and labelling outgoing shipments. Preparing bills of lading and Customs documentation.
•Maintaining and administering the Chemical Disposal room by accepting properly labelled items into the room and then issuing the request to properly dispose of the items according to provincial laws and guidelines.
•Preparing carrier way- bills and notifying carriers for pick up

Other Duties:

•Securely storing special assets (e.g. high value IT products, Electronics items, Alcohol for special events) within the OSC until authorization has been given to release the items.
•Maintaining the assets inventory by tagging all physical assets as they are received and entering data into the OSC's financial system.
•Operating the stockroom including the preparation of stock and stationary orders up to pre-determined dollar amounts.
•Ensuring that fork lift maintenance logs are updated and stored on the lifts.
•Calling fork lift maintenance firms for annual inspections and regular maintenance.
•Preparing and maintaining the SDS binder for chemicals which are stored in the Shipping/Receiving area
•Storing and ensuring accuracy of pool vehicle maintenance logs.
•Other duties as assigned.

Note:
Job requires lifting of boxes at least 5 times a day containing supplies (up to 30 kg); bending or crouching throughout the day to arrange, pack, unpack, and/or move supplies on shelves or bins and stretching for items.

Staffing and Licensing :

Job requires a Class "G" driver's licence and an Equipment Operating Licence to operate a forklift.

Knowledge :

Job requires knowledge of Ontario Science Centre (OSC) warehousing/shipping practices and procedures to receive, store and distribute stock and equipment, e.g. checking, recording and monitoring the movement of materials and supplies. Job requires knowledge of OSC record-keeping procedures, (e.g. manual stock ledger or internal computerized system) to record stock transactions. Job requires knowledge of an equipment/stock tracking and inventory control database system to input, update and access data related to the stock keeping operation. Job requires knowledge of OSC stock keeping procedures and practices pertaining to the receipt, maintenance, issuing and recording of stockroom supplies in order to fill orders and monitor supplies, e.g. completing requisitions, verifying required signatures and documentation. Job requires knowledge of established record-keeping procedures, (e.g. manual stock ledger or internal computerized system) to record stock keeping transactions. Job requires knowledge of a supply tracking and inventory control database system to input, update and access data related to stock keeping and supply operation.
Job requires knowledge of domestic and international transport companies, as well as Customs procedures, Transportation of Dangerous Goods laws and regulations, Ontario Regulation 347 – Waste Management, and WHIMS rules and regulations, as these regulations relate to incoming and outgoing supplies/goods to appropriate documentation to receive the goods and for preparing, packaging, and labelling outgoing shipments with appropriate documentation

Skills :

Job requires analytical skills to check incoming goods for correct quantity, acceptable quality, loss or damage by comparing with packing slips and purchase orders; in selecting required stock items and filling orders to authorized personnel; in identifying depleting supplies and rectifying, e.g. re-ordering or back ordering stock; and in following up on lost/damaged stock by informing supplier, returning materials, requesting replacement. Job requires reviewing requests, selecting required stock items and materials, and to filling orders. Job requires identifying diminishing stock and rectifying, e.g. re-ordering or back ordering stock, and following up on damaged/lost stock, e.g. informing supplier, returning materials, requesting replacement. Job requires deciding most suitable packaging/delivery methods, e.g. appropriate labelling, protective wrapping/crating, carrier pick up. Job requires oral communication skills to exchange factual information with clients and suppliers on stock requests, discrepancies in the receipt of goods and the availability of items, materials and equipment. Job requires written communication skills to record stock transactions in manual stock ledger or internal computer system and update inventory records. Job requires interpersonal skills to respond to customer complaints and liaise with suppliers re: damaged goods. Job requires maximizing use of stockroom space, following up on missing items and identifying discrepancies through periodic inventory checks. Job requires written communication skills to complete requisitions, record stock transactions in manual stock ledger or internal computer system and update inventory records. Job requires computer skills to be able to use Microsoft based applications such as email, spreadsheet, and databases.

Freedom of Action :

Job requires working in accordance with OSC stock keeping and warehousing procedures, shipping schedules and established practices. Job requires making re-ordering decisions based on depleting supplies. Job is subject to monitor and review, e.g. supervisor accesses database to ensure equipment has been ordered, received and delivered. Job requires rectifying identified errors in shipping, e.g. processing returns, exchanges, and substitutions. Job requires referring to supervisor situations not covered by established procedures, e.g. discrepancies in receipt of incoming goods, questionable requests from personnel for stock and equipment. Job requires rectifying identified errors in shipping, e.g. processing returns, redirecting shipments.
Job requires coordinating own daily activities involving the movement of stock items, e.g. receiving, checking, recording, storing, packing and distributing supplies.