Job Specification

Purpose of Position :

To perform the shipping and receiving functions of Aviation Stores, including the certification and acceptance of aircraft parts to Federal Transport Canada standards. Provides Group Leadership to the Inventory Management Officers. Ensures customer service is obtained.

Duties / Responsibilities :

1. Carries out parts receiving function by:
- ensuring that staff adhere to Federal Transport Canada and Ontario Ministry of Natural Resources (OMNR) regulations and purchasing policies and procedures;
- certifying incoming parts are to be routed to the quarantine area, based on incorrect documentation, incorrect part numbers or damage;
- advising Aviation Parts Expeditor and Quality Assurance Coordinator of any discrepant goods; and
- inputting necessary data into Ministry's inventory and financial software.

2. Shipping parts to field bases, other companies, repair depots, etc. by:
- ensuring proper shipping and documentation procedures are followed;
- arranging for transportation with commercial carriers;
- arranging for export documents for shipments to USA;
- handling parts and support documentation as they are cleared through Canadian and US customs for processing.

3. Liaises with field operating bases to process requests for parts, arrange for shipments of parts or equipment, to follow-up on missing shipments by initiating tracking procedures between shipping agent and field bases.

4. Ensures all incoming and outgoing parts are labeled and catalogued in accordance with Workplace Hazardous Material Information System (WHMIS), Transportation of Dangerous Goods (TDG) Regulations, and International Air Transportation Association (IATA) Regulations.

5. Advises, supervisor of physical layout of stores, appropriate procedures to control inventory, appropriate procedures to monitor vendors /outstanding orders, and provide recommendations to deal with old inventory or surplus components.

6. Downloads and writes reports on status of inventory and procedural improvements.

7. Researches and sets minimum and maximum stocking levels for Aviation Stores.

8. Provides group leadership to inventory management officers, to distribute work, to ensure parts are obtained, stored, issued, batched for shipment and to ensure re-inventory, rebuild of kits and issuance of repairs are all completed in a timely fashion.

9. Ensures customer service is obtained.

Managers have the right to assign additional duties.

The incumbent shall, while in the workplace, conduct themselves in compliance with the Occupational Health and Safety Act and any workplace practices as directed by their immediate supervisor.

Staffing and Licensing :

Valid Class G Ontario Driver's License
Ability to qualify for Transport Canada delegated authority to re-certify aircraft parts in accordance with rules governing parts distributors.
Ability to acquire Transportation of Dangerous Goods Certification

Knowledge :

Position requires knowledge of aircraft maintenance in order to understand how to look up and verify aircraft part numbers; to determine which components are usually repairable and which must be re-ordered. Knowledge of aircraft maintenance is also required to anticipate tools, lubricants and other parts that may have to be shipped when an Aircraft Engineer orders a specific part of the aircraft.

Position requires working knowledge of Federal Transport Canada rules and regulations for control and certification of aircraft parts for installation on aircraft.

Position requires working knowledge of OMNR purchasing policies and procedures as they apply to receiving and shipping parts to vendor's and repair depots to ensure aircraft parts are paid and accounted for in inventory.

Position requires a working knowledge of a large aircraft parts inventory system in order to receive serviceable items into stock, complete appropriate computer forms, update Stores' catalogues, to determine proper stock level and location and to set minimum and maximum levels.

Position requires knowledge of Windows-based database software, to receive, issue, control, and to run reports to manage aircraft inventory. Position requires knowledge of office automation software (MS Outlook, MS Word, and Excel) in order to send and receive e-mail, determine status of delayed parts orders, to transcribe special orders, to track loaned items and to track stock not kept in the aircraft parts database, to compile instructions to accompany shipments, to describe specialty kits, to complete shipping forms and to write reports.

Working knowledge of Canada Customs and USA customs regulations with respect to import and export of parts, and requirements for brokerage services is required to support aircraft working in other jurisdictions and to ship and receive parts sent for repair or purchased from international vendors.

Knowledge of WHMIS regulations and Transportation of Dangerous Goods regulations is required to ensure work place safety information is available to workers and to ensure international shipping standards are met.

Knowledge of worker responsibilities as outlined in the Occupational Health and Safety Act.

Skills :

Position requires good oral, communications skills and customer service skills to deal tactfully and accurately with field personnel, coworkers, couriers, suppliers and other agencies to process requests for parts, to arrange for shipments of parts, and to arrange for customs and brokerage services.

Position requires written communication skills to read and follow the Stores Section of the Ministry's Maintenance Policy and Control Manual to ensure appropriate procedures are followed for the safe and legal functioning of aircraft maintenance. Writing must be legible to place stock orders manually and to fill in shipping forms. Written communication skills are also required to write reports and to write brief correspondence with suppliers.

Position requires the ability to look-up, search and interpret aircraft parts manuals to verify part numbers and subcomponent numbers.

Position requires the ability to lift shipping boxes and aircraft wheels (40 lbs), to ship parts and wheels to keep aircraft serviceable. Position requires ability to operate, cranes, fork lifts, and other lifting devices to ensure parts are securely stored and properly loaded for transport.

Position requires the ability to utilize office automation software and the Ministry's Inventory management software.

Freedom of Action :

Position works under the general direction of the Maintenance Planning and Inventory Coordinator.

Position works in accordance with ministry policies, guidelines, directives. Position follows established practices and procedures utilizing applicable maintenance and inventory software. Position follows Stores procedures as documented in the Maintenance Policy and Control Manual.

Position recommends improvements to procedures for managing and maintaining inventory, setting minimums and maximums, issuing repair orders, and planning stores physical layout.

Position will provide day-to-day group leadership for Inventory Management Officers, to ensure tasks are clearly assigned and completed.

Position requires that unusual matters be referred to the manager, e.g. client/supplier failure to meet commitments.