POSITION DESCRIPTION
TITLE:
FLSA STATUS:
Manager, Distributional
Services
Exempt
CATEGORY:
Professional
GRADE:
C
JOB SUMMARY: Coordinate the daily operations of the district’s distributional services,
including mail and courier activities.
ESSENTIAL FUNCTIONS:
1. Supervise the daily activities of the district-wide distribution operation
including mail receipt, delivery and forwarding, courier services,
records management, communication, administrative reporting and
customer assistance; provide customer service/assistance in
identifying and resolving distributional related problems, including nondelivery, lost mail, etc.
YEARLY
PERCENT OF
TIME
15%
2. Audit, analyze and authorize proper documentation for Purchasing
department and prompt payment of goods and services received.
10%
3. Develop appropriate and consistent procedures to address internal
control functions for a multimillion dollar shipping and receiving
operation.
10%
4. Responsible for the continuous improvement process, productivity and
synergy of the traffic, inbound freight control carrier supply
management, shipping and receiving and distribution of goods and
services by coordinating with Purchasing, Accounts Payable, vendors
and clients incoming and outgoing goods and services.
10%
5. Identify improved operational controls and processes; coordinate
implementation; provide daily staff direction, assignment and work
scheduling.
10%
6. Coordinate seasonal and/or peak receiving and mailing operational
schedules; ensure efficient and timely coverage; compile data,
maintain appropriate records/logs and develop and submit required
reports including monthly and year end reconciliation of postal
accounts
10%
7. Develop appropriate spreadsheets, ad-hoc reports routines utilizing
system report writers; submit programming requests to produce
reports necessary in meeting the weekly, monthly and yearly reporting
needs of the Distributional Services Department.
10%
Effective: 9/1/02
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8. Define and develop work tasks and procedures to include managing,
implementation, system debugs, crosswalks and interface software
systems necessary to carry out the functions, responsibilities, record
keeping and reporting requirements of the Administrative Software
system for the Shipping and Receiving module.
10%
9. Provide budget input; manage approved budget allocations.
5%
10. Implement appropriate operating procedures.
5%
11. Maintain and reconcile district-wide mailing operations, UPS and
Federal Express records expenditures in coordination with Accounts
Payable department’s reporting system.
5%
REPORTING RELATIONSHIP: Support Services Manager
SUPERVISORY RESPONSIBILITIES: First line supervisor over assigned staff
BUDGET RESPONSIBILITIES: Departmental budget.
ESSENTIAL QUALIFICATIONS:
EDUCATION: Associate’s degree.
EXPERIENCE: Five (5) years experience.
SPECIAL SKILLS AND ABILITIES:
1. Skills/Abilities: Excellent organizational, communication and leadership skills.
Ability to interact with individual at all levels of the institution, as well as general
public.
2. Equipment Used: Personal Computer and other equipment associated with an
office environment.
3. Software Used: A variety of spreadsheet, word-processing, database, e-mail, and
presentation software.
PHYSICAL REQUIREMENTS:
Duties require little physical effort in work with light (up to 10lbs), easy to handle
materials. Duties performed causes light fatigue of eyes, fingers, or other faculties due to
long periods of standing, sitting, and/or repetitive motion.
INTERPERSONAL SKILLS:
Alternative or combined skills in understanding, and/or influencing people are important in
achieving job objectives, causing action, understanding others, or changing behavior;
and, skills of persuasiveness or assertiveness, as well as sensitivity to the point of view of
others.
WORKING CONDITIONS:
Effective: 9/1/02
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Job is performed in general office or comparable working area with occasional
distractions such as noise, interruptions, or congested work areas with exposure to some
disagreeable elements.
Effective: 9/1/02
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