BACKGROUND INFORMATION
Date of Study: February 8 – 11, 2021
Collective Bargaining Identification: S12
Job Analysis Conducted By: Dena Khoury, Office of Workforce Planning, Department of Corrections and Rehabilitation
Number of Incumbents: There are 27 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated 3/1/20.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Oversee the support functions to ensure proper receipt, storage, issuance, and shipping of a volume of varied supplies using the State Administrative Manual (SAM), Department Operations Manual (DOM), Title 15, and State Contracting Manual (SCM) and Business Information System (BIS), as required.
2. Train employees, inmates, or youthful offenders in their work to ensure accurate completion of daily warehouse assignments using hand truck, pallet jacks, forklift, etc., in accordance with Departmental policies/procedures, on an ongoing basis.
3. Ensure employees, inmates, or youthful offenders complete professional development training (e.g., safety, On-the-Job, operator certification, In-Service, etc.), to adhere to Departmental policies/procedures, as mandated.
4. Supervise the work of employees, inmates, or youthful offenders to ensure compliance, using state and institutional policies/procedures, duty statements, and verbal/written communication, on an ongoing basis.
5. Meet with institutional managers and employees to forecast material needs, usage, and projections to create an uninterrupted flow of material without overstocking using BIS, inventory reports, projections/usage, Departmental policies/procedures, and verbal/written communication, as needed.
6. Recommend elimination or reduction of inventories to comply with proper material management principles using BIS, DOM, and the Department of General Services (DGS), in accordance with Departmental policies/procedures, as required.
7. Review/approve purchase requisitions submitted by warehouse staff to replenish stock/inventory items using BIS projection reports, requests, forms, etc., in accordance with Departmental policies/procedures, as needed.
8. Review/update security procedures within the warehouse department using current tool and key control logs, warehouse visitor logs, general security awareness, etc., in accordance with Departmental policies/procedures, as needed.
9. Monitor and ensure the safety of inmate/youthful offenders using a forklift, pallet jack, hand truck, etc. to meet the operational needs of the warehouse and institution using the Injury Illness Prevention Program (IIPP), DOM, California Occupational Safety and Health Administration (CAL-OSHA), etc., in accordance with Departmental policies/procedures, as required.
10. Monitor/supervise the ordering, receiving, storing, and issuance of warehouse stock items to meet the operational needs of the institution using BIS, DOM, SAM, etc., in accordance with Departmental policies/procedures, as needed.
11. Maintain inventory control of warehouse stock items to comply with institutional needs using SAM, DOM, BIS, etc., in accordance with Departmental policies/procedures, as needed.
12. Manage warehouse space efficiently for safety and storage of product/materials using proper storage methods, (e.g., pallet racks, cold storage, etc.), in accordance with Departmental policies/procedures, as needed.
13. Implement a safe work environment for proper handling and storing of hazardous materials using the Safety Data Sheets (SDS), Perpetual Inventories, Injury Illness Prevention Program (IIPP), and training, in accordance with Departmental policies/procedures, as needed.
14. Prepare accurate warehousing reports for Procurement and Institutional Management’s approval to support institutional needs using Business Information System (BIS), in accordance with Departmental policies/procedures, as needed.
15. Recommend changes to improve warehouse procedures, policies and methods to support the needs of the institution using data, assessments, reports, etc., in accordance with Departmental policies/procedures, as needed.
16. Justify new and replacement equipment needs to meet warehouse operational requirements using appropriate forms, reports, and approvals, in accordance with Departmental policies/procedures, as required.
17. Facilitate the hiring process by conducting post and bid, interviews, evaluating, completing reference checks, and selecting eligible candidates to fill identified vacancies pursuant to the direction of the Hiring Authority and Bargaining Unit 12 in accordance with State Personnel Board (SPB) rules and regulations, as vacancies arise.
18. Direct employees, inmates, or youthful offenders in their work to maintain the safety/security of the institution, using Departmental policies/procedures, verbal/written communication, and personal experience, on an ongoing basis.
19. Monitor the inspection of the physical conditions of the warehouse(s), warehouse vehicles, and equipment to ensure proper maintenance and repair using inspection logs, IIPP-12, visual observation, in accordance with Departmental policies/procedures, on an ongoing basis.
20. Participate in the Progressive Discipline process with the Employee Resources Officer (ERO) to correct/improve employee performance/behavior using effective communication skills, training, performance evaluations, etc., in accordance with Departmental policies/procedures, as needed.
21. Promote the Department’s Equal Employment Opportunity (EEO) program in the hiring process to maintain a work environment free of discrimination and harassment using EEO policy and training, in accordance with Departmental policies/procedures, as needed.
22. Enforce the Department’s EEO program in the work place through effective supervision to maintain an environment free of discrimination and harassment using training and staff meetings, in accordance with Departmental policies/procedures, as needed.
23. Act as the Procurement and Services Officer in their absence to meet the operational needs of the institution by monitoring the workload, review projects status, and respond to management and employees inquiries, etc., in accordance with Departmental policies/procedures, as required.
24. Communicate effectively with employees, inmates, or youthful offenders to maintain the safety/security of the institution, using Departmental policies/procedures, verbal/written communication, and personal experience, on an ongoing basis.
25. Investigate delayed, missing, and/or incomplete shipments to ensure goods and materials are received in an expeditious manner using effective communication with internal/external stakeholders and review of purchase documents, in accordance with Departmental policies/procedures, on an ongoing basis.
26. Participate in updating safety records (e.g. Injury Illness Prevention Program (IIPP), Safety Data Sheet (SDS) binder, etc.) to maintain a safe and healthy work environment for employees, inmates, or youthful offenders, by completing reports, communicating with the designated Safety Officer and Compliance Coordinator, and the review of departmental policy and procedures, in accordance with Departmental policies/procedures, on an ongoing basis.
27. Resolve conflicts with employees, inmates/youthful offenders, and the public to maintain the safety and security of the institution, using Departmental policies/procedures, on an ongoing basis.
28. Maintain order of persons committed to the Department of Corrections & Rehabilitation or the Division of Juvenile Justice to ensure safety and security, using Departmental policies/procedures, on an ongoing basis.
29. Prevent escapes and injury by persons committed to the Department of Corrections & Rehabilitation or the Division of Juvenile Justice to themselves or others or to property to maintain the safety and security of the institution and public, using Departmental policies/procedures, on an ongoing basis.
30. Attend training (e.g., defensive driving, safety, On-the-Job, In-Service, etc.), to adhere to Departmental policies/procedures, as mandated.
31. Participate in meetings to share information regarding warehouse issues using communication skills, written statistics, reports, etc., in accordance with Departmental policies/procedures, as mandated.
32. Initiate/monitor service contracts to maintain warehouse workload and responsibilities using approved Procurement methods, forms, etc., in accordance with Departmental policies/procedures, as needed.
33. Participate in the Centralized Procurement Program to purchase goods on an annual basis using the solicitation/fluctuation of needs process, Business Information System (BIS), inmate/youthful offender average daily population, etc., in accordance with Departmental policies/procedures, as needed.
34. Participate in the Prompt Payment Act to ensure goods/services received are verified and posted accurately within three business days using receiving documents, purchase orders, and BIS in accordance with Department policies/procedures, as needed.
35. Resolve billing discrepancies with regional accounting to ensure proper and prompt payments using prior receiving records in accordance with Department policies/procedures, as needed.
36. Prepare and/or submit reports to keep management apprised of workload, stock levels, and property inventory using Microsoft Excel, Business Information System (BIS), etc. as requested.
37. Participate in various meetings, committees, teams, etc., in order to provide communication with others, represent the department, etc., using effective communication skills, subject matter expertise and professional knowledge, as required.
38. Prepare various written documents (e.g., reports, forms, correspondence, etc.) in order to provide data and information to others (e.g., staff, management, Regional Accounting Office, vendors, outside entities, etc.) using Departmental computers, effective communication skills, Departmental policies/procedures, as required.
39. Reconcile inventory discrepancies in order to maintain an accurate record, identify theft, note damaged or spoiled items, etc., using inventory methods, reports, and computerized database systems in accordance with Departmental policies/procedures, as needed.
40. Research inmate grievances and various warehouse issues in order to gather information regarding requests from others (e.g., Inmate Advisory Council (IAC), inmates and staff, etc.) to ensure compliance using laws, rules, regulations, Departmental policies and procedures, as required..
41. Provide responses for inmate grievances and various warehouse issues to others (e.g., Inmate Advisory Council, inmates and staff, etc.), to ensure compliance with laws, rules, regulations, Departmental policies and procedures using effective written/verbal communication, as required.
42. Oversee the cleanliness of the warehouses in order to comply with laws, rules, regulations, etc., using various inspections (e.g., Departmental Health and Safety, Environmental Health Survey, California Occupational Safety and Health Administration, (CAL-OSHA), etc.), laws, rules and regulations, on a daily basis.
Tasks highlighted in bold text are not currently on the SPB classification specification
EDITED KSAPC LISTING
NOTE: Each position within this classification may perform some or all of these KSAPCs.
Knowledge of:
K1. Advanced knowledge of modern warehousing practices, procedures, and applications, including storing, receiving, shipping, and inventory records etc. to oversee the institutional warehouse and provide guidance to subordinate staff.
K2. Advanced knowledge of state requisitioning and purchasing guidelines to meet the needs of the institution.
K3. Advanced knowledge of the inventory process and quality control to maintain sufficient institution supply levels.
K4. Advanced knowledge of the operation of motorized material handling equipment to maintain a healthy and safe work environment.
K5. Advanced knowledge of principles and practices of supervision to direct/train staff in the daily operations of the warehouse departments.
K6. Advanced knowledge of a supervisor’s role in the Department’s Equal Employment Opportunity (EEO) programs and objectives to ensure a work environment free of discrimination and harassment.
K7. Advanced knowledge of inmate supervision to maintain the safety and security of the institution.
K8. Advanced knowledge of methods of packing and shipping a wide variety of commodities to maintain efficient operations.
K9. Advanced knowledge of inventory control and statistical forecasting techniques to maintain a sufficient supply of goods and material.
K10. Advanced knowledge of work standards development to comply with State and Federal regulations.
K11. Advanced knowledge of cost-centered warehousing techniques to comply with State and Federal regulations.
K12. Advanced knowledge of proper methods of storing supplies requiring both normal and special storekeeping practices to appropriately utilize space.
K13. Advanced knowledge of principles of personnel management and supervision to provide guidance and training.
K14. Advanced knowledge of principles of governmental budgeting to meet budget requirements.
K15. Advanced knowledge of proper food handling and storage to maintain healthy and safe food distribution.
K16. Advanced knowledge of operating office equipment (e.g., personal computers, typewriters, copiers, calculators, etc.) in order to effectively maintain an automated record keeping system, produce reports and inventory control.
K17. Advanced knowledge of mathematics to accurately perform calculations to establish and/or maintain merchandise records.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Effectively communicate in English orally and in writing at a level required for successful job performance.
A2. Safely perform heavy physical labor to complete work activities.
A3. Procure materials, supplies and equipment based on past/projected usage to meet institutional needs.
A4. Direct and supervise the work of others to meet daily goals and assignments.
A5. Keep accurate records and prepare reports to complete work activities.
A6. Analyze situations accurately to determine, recommend and implement an effective and appropriate course of action.
A7. Learn the operation of forklifts and other types of motorized material handling equipment to maintain a safe work environment.
A8. Determine whether incoming supplies meet the standards as defined in the Office of Procurement and agency specifications to meet institutional needs.
A9. Effectively contribute to the Department’s EEO objectives to ensure a work environment free of discrimination and harassment.
A10. Plan and direct the work of others to meet operational needs.
A11. Interact effectively with those contacted in the course of business to provide an uninterrupted flow of goods and services.
A12. Direct the work of staff, inmates, or youthful offenders to maintain lawful and appropriate conduct.
A13. Develop a storekeeping activity budget to maintain fiscal responsibility.
A14. Estimate possible future demands of various supplies based upon past needs to maintain an uninterrupted flow of goods and services.
A15. Effectively train staff in the implementation of departmental policies and procedures to support the Inmate Work Incentive/Training Program and security.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Personal Characteristics:
PC1. Persons appointed to positions in this class must be reasonably expected to have and maintain sufficient strength, agility, and endurance to perform during stressful (physical, mental, and emotional) situations encountered on the job without compromising their health and well-being or that of their fellow employees or that of inmates.
PC2. Demonstrate tact when providing information to staff, inmates and/or the public.
PC3. Demonstrate poise to constructively handle the demands of the daily activities of the warehouse and maintain cooperative relationships with others (e.g., staff, inmates, and/or the public, etc.).
PC4. Demonstrate emotional maturity and stability to provide a positive example for staff and inmates and/or public.
KSAPCs highlighted in bold text are not currently on the SPB classification specification