Support Services Associate - Advanced

The Materials Management Department is part of the fiscal operations of East Carolina University under the supervision of the Vice Chancellor for Administration and Finance. The Department of Materials Management oversees the operation of Purchasing, Central Stores and University Surplus. The Primary functions of the Management Department has sole responsibility for the procurement of all commodities, contractual agreements and consultant services for the University, and the Medical School. The administrative function of the department is to assure proper and legal methods of procurement are maintained and to service University departments by processing department requisitions in accordance with University, State and Federal guidelines.

Surplus Operations
This position manages and assists with university surplus property duties including proper disposal. This position also assists other Central Stores staff with receiving and disposing of all surplus property. This includes incoming and outgoing surplus property, entering and keeping inventory of surplus property in the PETS system, physically staging surplus property for surplus sales or going back on campus, assisting and overseeing surplus sales events, showing property to customers by appointment or other arrangements, and assisting customers who purchased surplus property. This position must also handle the paperwork dealing with surplus property within the department, other university departments such as Fixed Assets, Facilities Services, and Internal Audit, and areas outside the university such as state surplus property ( SSP) office in Raleigh. This position is responsible for the compliance, financial upkeep, records management, and properly depositing and recording of money from the surplus sales events and other monies such as checks from surplus related events.

Storeroom Operations
This department offers a university storeroom of limited supplies that includes medical and housekeeping supplies including toilet paper and paper towels. Departments place storeroom orders through the university's purchase order system ( PORT) and this position processes and fulfills these orders. These duties include purchasing the storeroom supplies, including the use of a procurement card, inventory management, records maintenance (billing and/or crediting departments), receipting delivery of orders, managing orders, delivering orders, upkeep and maintaining the storeroom punch out catalog in PORT, etc. Meeting with sales representatives to discuss products, pricing and changes in the marketplace is also part of this job duty. The position must exercise good independent judgment in determining what purchases should be made based on inventory, history of sales and maintaining adequate inventory levels. It is imperative that this position has a good working understanding of all the trades (electrical, heating/air conditioning, carpentry, plumbing, and housekeeping) and medical departments to insure effective cost management and minimal downtime. This position must have the ability to react expeditiously in an emergency situation and to ensure that critical supplies do not get low in inventory. The fulfillment of orders is usually very time-sensitive and crucial to the functioning of the campus such as Facilities Services and Housekeeping Services. It is imperative that the person in this position be efficient and prompt or it could create a hardship for these departments and the university. The person in this position needs to exercise knowledge of the products and their usage in determining whether or not a substitution can be offered if the item requested is not available in the storeroom warehouse stock. Inspects items to make sure they are usable for the intended purpose and up to suitable standards. This person must use independent judgement if an item does not meet the customer's specifications and seeks to assist in securing a replacement item as quickly as possible. This position must stage merchandise/deliveries in an efficient manner to assist the delivery person with arranging deliveries in order to maximize efficiency and speed in the delivery of warehouse items.

Records Management
This position is responsible for managing and maintaining the billing, receipt delivery, open/closed purchase orders, gas cylinder orders, shipping and general financial records of the storeroom and department. In addition, this position verifies daily receipts and associated documents to ensure accuracy and completion. In addition, this position supervises the archiving and destruction of confidential files upon when date of archiving and/or destruction can occur. All financial transactions for sales by campus requisitions are entered through the university's financial accounting system via computer - the entries for batch billing are the responsibility of this position. This position oversees the verification of all billings on the daily and monthly financial reports to verify that all billings were made and receipted accurately. This position is also responsible for generating sales reports, profit and loss reports, and other related reports for the department manager and management within Materials Management Dept.

Shipping & Receiving
This position assists with managing the Central Stores and Receiving warehouse dock and Brody Building receiving dock. This includes receiving freight, counting packages, assessing the freight for damage, refusing freight if necessary, and signs receipts for the vendor's delivery person. Freight is generally delivered by UPS, FedEx and motor freight trucks. This position documents all incoming freight on daily log records, If the freight has to be redelivered from the Warehouse to another department, position coordinates with the delivery personnel to make arrangements for the delivery. This position assists with receiving various supply orders. This position assists in staging these for delivery, grouping according to delivery locations of the departments and buildings. This position assists in matching the paperwork for delivery of the supply orders to the packages. Attention to detail and accuracy are very important to insure proper fulfillment in orders. This employee must use good judgement on damaged packages and knowledge to know how to handle if returns are warranted. Also, knowledge of OSHA hazardous materials handling policy and safety guidelines is important. In addition this position processes University Fed-Ex and UPS orders using an on-line system. This person must be knowledgeable of Next Day Air, Second Day Air and COD, insurance and special delivery and all methods of sending parcels.

Supervision and Personnel Management
This position assists the department manager with supervising all the staff within this department and giving them guidance as needed and as approved by the dept manager. This position serves as the acting manager/department head when the manager is absent. This position will assume all duties associated with the dept manager during that time.

Other miscellaneous duties within department
In addition to the duties outlined above, the employee is responsible for other duties as needed or required within the department, and as assigned by the dept manager. This includes preventive maintenance, cleaning, and upkeep within the main department facility and warehouse areas, other satellite dept areas such as Brody Bldg, and cleaning and upkeep of the department vehicles. This position serves as back-up in other areas of the department, such as during the absence of another employee and performing those job duties. This position should be cross trained for all job duties and functions within the department and will be required to work in all areas of Central Stores and Receiving as requested or assigned by the dept manager or Materials Management management staff. This position should work and perform job duties with special events within the department and Materials Management Dept. such as cash surplus sales events to the general public.

High school diploma or equivalency.

N/A

Valid NC Driver's License.

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is an equal opportunity and affirmative action employer who is committed to workforce success and cultivating a culture of care, belonging and opportunity for our faculty, staff and learners and all stakeholders. All qualified applicants will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, or veteran status.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act ( ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.