General Description of Class
The PROPERTY SPECIALIST 3 coordinates the purchasing and daily stores operations of a storeroom/warehouse and
maintains property records and inventories for the storeroom/warehouse.
Distinguishing Features
This is the third level of a three-level series. It is distinguished from the lower levels by the responsibility
for coordinating storeroom/warehouse daily operations and inventory control functions.
Duties and Responsibilities
Allocation of positions to this class will depend on the total work performed which may include one or a combination
of the duties or tasks listed below.
- Stores. Typical tasks: assigns work to laborers, students, inmates, or residents, such as pulling supplies
off shelves to fill stores requests, loading boxes or trucks, and cleaning storage areas; checks to assure the
supply of forms, supplies, equipment, and property is adequate; reorders when supplies become low or assigns the
task to another employee to reorder specific items; determines space requirements for storage of incoming shipments
of supplies and equipment; writes procedures for storage and shipping of stores; ensures security of all stores
items through locks, observation, and effective record keeping procedures; receives incoming freight and deliveries;
counts items against the invoice and checks to see that all items are in good condition; sells, trades, or barters
agency surplus items following General Services procedures and guidelines and maintains precise records of transactions;
disposes of worn out or non repairable property and warehouses surplus property following General Services procedures
and guidelines; assembles new furniture and equipment and performs minor repairs on existing furniture and equipment;
wraps, labels, weighs, and records supplies for shipment and prepares bill of lading; drives vehicle to pick up
and deliver supplies, equipment, furniture, mail; answers questions from staff regarding stock availability and
purchasing procedures.
- Purchasing. Typical tasks: purchases supplies and equipment or authorizes purchases of supplies and
equipment up to authorized limit; obtains authorized signatures on purchases above authorized limit; updates cost
and price information on supplies; accepts bids from vendors on items, usually by telephone, following State purchasing
rules and procedures; meets with vendors regarding procurement (e.g., product lines, availability of items, and
price agreements); talks to vendors about errors in billing; tracks down missing shipments by contacting vendors
and freight and transport companies.
- Records. Typical tasks: inventory of all equipment and property; maintains inventory listings of all
non expendable property; adds new property to inventory, records transfers, and disposition of property; develops
record keeping system(s) for stores; archives agency records and shreds and discards records when expiration date
is passed; reviews clerical work to assure typing, especially numbers, and financial amounts, is accurate, and
that records are filed and processed according to established procedures and guidelines.
Relationships with Others
Employees in this class are in regular contact in person with students, inmates, or residents who work in the
warehouse/storeroom to assign and review their work. Employees are in regular contact by telephone or in person
with agency staff in the process of dispersing stores items, conducting inventories, and answering questions about
stock availability and purchasing procedures. Employees in this class are in regular contact by telephone or in
person with the business/purchasing office on such items as inventory control, petty cash reimbursement, purchasing,
and billings. Employees have regular telephone contact with vendors regarding purchasing of stores items, lost
or missing items which have been ordered, and billing errors. Employees have regular contact with freight and transport
companies regarding delivery of goods.
Supervision Received
Employees in this class receive general supervision from a supervising property specialist, supervising accountant,
or other administrative superior. Work is reviewed periodically for accuracy and efficiency. Work must comply with
State Administrative Rules on purchasing and inventory control.
General Information
Positions are found in central and remote locations throughout State government (e.g., general government agencies,
human or natural resource agencies, correctional, mental health, or higher education institutions, hospitals, etc.).
They require the willingness to work within the environment associated with the position's location.
Minimum Qualifications
- Experience performing stores and inventory work; AND
- Training or experience providing knowledge of inventory control systems, and transportation agencies and shipping
methods.