Program Assistant II - Facilities & Services 16624
The Facilities Management unit within the Division of Facilities and Services at West Virginia University is seeking applications for a Program Assistant II. This position is responsible for conducting a full range of warehousing services to include purchasing materials and services utilizing an assigned P-card, maintaining inventory, issuing/delivering of supplies/materials, and resolve/reconcile purchasing statements. Processing material returns for damaged, incorrect, excess surplus materials, and documenting all transactions in TMA and Excel.
In order to be successful in this position, the ideal candidate will:
Incumbent will have an assigned P-Card for purchases of goods and services. Along with the purchase of goods and services incumbent will reconciles statements, balance reports, record transactions and keep supporting documentation.
Be the DCC (Departmental Card Coordination) for state P-Cards. This will involve reconciling P- card holder activities for assign staff. These activities include matching receipts to TMA purchase orders, determine funding information. Information is then entered into CitiDirect as a daily activity.
On a monthly basis, match receipts to a statement for the month of activity, the information is then entered into an excel spreadsheet, any correction are then made and the information is then filed for auditing purposes.
Purchases goods and services to include and essential supplies or materials using issued personal (by name) visa account. Purchases materials and equipment for warehouse stock and special request for shops and offices. Assists craft personnel (leads, journeymen, and helpers) in determining material needs/applications and selecting correct material for projects, repairs, and routine maintenance. Advises craft personnel on availability options of materials. Issues materials, parts, tools, and safety equipment. Records transactions in computerized database. Assures accuracy of data entry records.
Perform shipping and receiving duties as outlined in policies following accepted procedures of guidelines provided by supervisor. Process requests received from multi-craft personnel, maintains accountability of inventory supplies, material, or equipment using computer inventory system. Post all disbursements on database to update records to ensure availability of stock materials. Interact with employees in craft shops and other units to maintain a coordinated flow of information regarding stock.
Instruct supervisors and workers concerning safe operations and procedures for tools and safety equipment located within Warehouse. Maintain maintenance and records for tools and equipment. Make computer data listing available to appropriate persons.
Prepare periodic, special, and perpetual inventory of stock in designated areas. Review requirements for general equipment maintenance and inventory. Prepare periodic, special, and perpetual inventory of stock and tools in Physical Plant shops, job sites, and trucks. Coordinate activates related to fuel storage, filling and recordkeeping.
Operate warehouse equipment such as forklifts, conveyors, and other motorized equipment for pick up, delivery, and storing of materials.
Be available for call-outs to supply equipment and materials as needed. Initiate physical inventory to correct discrepancies between database records and materials in stock. Operate University vehicles to travel to various Warehouse locations (local and non-local) to pick up or purchase supplies, return goods or equipment. Issues, stores and transports hazardous materials including Freon refrigerant gases; lead acid batteries; caustic, acidic, and highly flammable chemicals and concentrated solutions; compressed and flammable gases, oils, greases, and gasoline.
Respond effectively in the event of hazardous material spills utilizing MSDS records and University procedure.
Pay Grade : 13
High School diploma plus broad base knowledge of warehousing functions and building materials.
Two (2) years of experience in the following:
General warehouse experience
WV Purchasing Policies and Procedures
Inventory practice principles
Computerized inventory management
Knowledge of building trades.
Proficient in Excel and TMA software applications
Complete understanding of warehousing.
Ability to follow orals and written instruction.
Proficient fa State of West Virginia Purchasing Policies and Procedures
Knowledge of simple accounting and inventory methods.
Ability to utilize a computer.
Knowledge of processes and requirement regarding fuel storage and allocation
Demonstrated mathematical skills.
Ability to bend, stoop, lift, and carry items up to 100 pounds.
Ability to climb ladders for storage.
Ability to operate forklift and similar equipment.
Ability to operate a state vehicle.
Good eye to hand skills.
Ability to apply problem solving techniques
Excellent communication skills both verbally and in written form
Ability to apply positive customer relations
Ability to organize, recognize, and itemize numerical items.
Ability to follow OSHA guidelines and associated codes.
Valid Driver License.
Underground Storage Class "C" certification.
Documentation of annual State of West Virginia Purchasing Policies and Procedures review is required.
At West Virginia University, we pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at https://talentandculture.wvu.edu/
West Virginia University is proud to be an Equal Opportunity employer, and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Apr 12, 2021
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 225383
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.