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Job ID: 153679

Technical Assistant
Northern Illinois University

Date Posted Feb. 4, 2021
Title Technical Assistant
University Northern Illinois University
DeKalb, IL, United States
Department Materials Management
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Facilities/Maintenance/Transportation

Primary Function
The employee in this position is responsible for the preparation and completion of receiving, storing, issuing, recording, returning, and security of all commodities and materials in Central Receiving, Central Stores and the MDC. Individual must process receipts promptly for either warehouse storage or immediate re-delivery. Work requires the use of initiative and judgment in cooperating with vendors, repair technicians, trades, and other personnel to provide a timely flow of all commodities and services in accordance with the needs of the university. Storekeepers will fill orders for resale stock on a timely basis, order specialty stock for immediate redistribution and complete the necessary paperwork to allow the orders to be correctly billed to the requesting departments.

This position reports directly to the Materials Management Central Stores Manager and/or designee, and is administratively responsible to the Director of Campus Services and/or designee.

The individual in this position interacts with a large number of people each day, including internal personnel as well as many individuals external to the university.

Professionalism and efficiency are required at all times as the actions of this individual impacts a large number of people.

Duties and Responsibilities

Persons in this position are generally assigned to function as a team, each following designated work agendas to accomplish specific tasks. All assignments are interchangeable – no one employee in this classification does the same task continually.
Employees are expected to relate cooperatively and courteously with co-workers, customers, representatives from other university departments and supervisory personnel. Employees must be able to communicate clearly and effectively, both orally and in writing, and must display a professional and positive customer service attitude at all times.
This position will assume responsibility for ordering parts and tools for the Trades, Heating Plant, Building Services and other items as directed by the Manager.
This position may direct others in the correct receipt, storage, issuance, and shipment of items for the shops it represents. Individuals in this classification others in this classification as directed, train lower level employees and oversee their work activities relating to the operations.
Provide customer service through correspondence with customers via email and phone on a daily basis.

24% Assists in the receipt, unpacking, storage, sorting and delivery of materials shipped to the university. Receive and unload incoming orders from vendors or contract carriers and process orders for warehousing or re-delivery after checking for visible damage and compliance with specifications such as count, grade, weight, and pack. Maintains records of receipts, dates when items are received and records of issuance to trades or departments. Addresses all delivery issues and works with Central Stores Manager to resolve problems. Unpacks, inspects, and returns defective, excessive, broken or incorrect items. Performs all shipping functions to insure items are shipped according to carrier specifications. Assists customers with tracking/finding where freight is located. Assists with managing warehouse space. Selects, determines, and applies storekeeping guidelines, procedures, and methods without specific interpretations from supervisors. Records documents in the work order system, listing data such as the contractor, the purchase order number, and the date received.

24% Fill orders received from university departments and trades. Promptly process order forms for entry into the billing charge-back system; pack and label filled orders for pick-up or re-delivery on campus by others. Checks stock against shipping authorizations for agreement as to quantities, descriptions, sizes, conditions, and conformation to purchase order. Issue stock as requested on requisitions by checking items against stock levels on hand, suggesting substitutes, and noting quantities issued on requisitions. Issue stock as requested on the MDC requisition cards by checking items against stock levels on hand, suggesting substitutes, noting quantities issued on the requisition record and obtaining appropriate signatures on special project orders.

15% Identify and process orders received, including the proper logging and labeling of parcels with purchase order identification and delivery designee. Those items which are received for warehousing must be stored in designated locations within the warehouse and marked with the appropriate receipt date, count, and stock number. Process promptly those goods received which require specialized storage and/or handling, such as combustibles, perishables and items which may be toxic, fragile, or subject to rapid deterioration, contamination or ease of physical damage. Maintain departmental storage area where items for other departments are stored. Maintain necessary records of receipts and issuance of resale stock. Review and inform Manager of low stock levels on specific items to be reordered, and post issues to perpetual inventory files as needed. Exercises judgment in estimating the amounts of supplies needed for replenishment. Receive and process other warehoused stock such as catalogs, schedules, forms, paper supplies, etc., stored for university departments, but not included in the normal resale program. Follow-up with vendors to assure that resale stock is delivered on time and as specified, noting and resolving any discrepancies or variations.
Perform warehousing tasks, independently, in connection with checking and
Tallying special and/or technical items of supply purchased for each shop. This
may include stocking items that require special treatment because they deviate from established storekeeping methods. This requires the knowledge of stock
characterized by the susceptibility to spontaneous combustion, toxicity, fragility,
rapid deterioration, contamination, or ease of physical damage. Examples of items
that fall into this category are painter supplies, refrigerants, polyester oils, and
15% Refer situations involving major deviations from established methods to the
Central Stores Manager and make recommendations suggesting a course of
action to be taken. Make suggestions concerning the alignment of services to
operating requirements such as recommending the supervisor establish a blanket
order with a new vendor as an alternate source for stock and special project items.
Prepare special reports as required by the Central Stores Manager. Seek advice
of Physical Plant trades personnel to ensure compliance with purchase order for
regular stock items and special projects and demonstrate the ability to adapt
storekeeping methods to the handling of items, locating reference sources, and
providing solutions to problems presented. Solve problems with the cooperation of
the appropriate Physical Plant trades that requires looking for data in technical
catalogs and publications to determine substitution interchange, and compliance with
specifications. This will often require this individual to maintain a library of vendor and
manufacturer publications, both out-of-date and current, and have contact
time with vendors via phone, fax, and e-mail. Follow-up with vendors to assure that resale stock is delivered on time and as specified, noting and resolving any discrepancies or variations.

12% Prepare necessary reports as needed or required. Maintain SDS book. Perform customer service related duties such as serving walk-in customers, answering phones for the main office or email correspondence. Assist university customers with emergency orders for resale stock, and secure all paperwork and authorizations before releasing any stock. Other related office duties may include copying, filing or assisting with preparing payroll records. Read and interpret work order reports used for stock and inventory record maintenance and reorder stock when required. Exercise judgment in estimating amounts of supplies needed for replenishment through the use of these reports, and daily observations of unusual quantities of items issued. Make special purchases under the authority of the state of Illinois purchasing rules and regulations. Manage business archives area and ensure all boxes are stored and logged properly. Perform necessary housekeeping tasks as assigned, including but not limited to sweeping, dusting, emptying waste containers and the straightening of work processing areas. Maintain security of work areas and inventory by enforcing all building security procedures. Operate electric fork lift and narrow aisle reach trucks on a daily basis to achieve required high rack palletized storage. Perform basic preventative maintenance/checks on material handling equipment as needed. Perform record keeping of forklift checklists for all forklifts on a daily basis. 10% Conduct cyclical counts as established by department for both MDC and Central Stores. Work in other departments as needed to complete tasks essential to Campus Services operations. Partake in required training in classes on safety and proper techniques related to the position. Perform related duties as assigned.

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