Distribution Services Supervisor (3658)

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Description

The incumbent will be responsible for overseeing and assisting in the work performed by distribution clerks and other assigned staff in the Central Services and receiving warehouse and mail facility for the Southern Illinois University School of Medicine (SIUSOM) Springfield Illinois campus. This position is in a service-oriented unit that interacts with school-wide employee groups and staff and must be responsive to the needs of all areas of SIUSOM. This position will oversee move management, setups, and campus and U.S. mail collection and distribution. Responsibilities include leading, developing, planning, and directing Central Services staff in supporting Facilities Management goals and objectives.

This position has high emphasis on results, with a cooperative service orientated attitude and leadership skills to set priorities adhering to policies, procedures and guide lines associated with safety and move management. Incumbent will ensure all warehouse space is kept orderly, organized and clean on a daily basis.

This position will be responsible for providing continuous move management training to staff and ensuring safety is always a priority. Incumbent must have knowledge of or ability to learn the State of Illinois Surplus process to include SIUSOM process for ensuring items are tracked, cataloged, and reported to the State Comptroller.

Examples of Duties

Administration and Technical Duties 80%

• The incumbent will manage program systems for mail processing and distribution services.
• Maintain a well-organized and clean warehouse space at all times for efficiency and safety, as well as manage storage spaces through a prompt disposal of unwanted surplus materials through the State of Illinois process.
• Receive daily work requests and dispatch staff to perform duties associated with those requests.
• Create personal protective equipment (PPE) hazard analysis for all distribution job duties and review them on a yearly basis.
• Assist with review of safety protocols and processes for best practices of equipment operation, making recommendations as needed for enhancements.
• Arrange for daily pick up of U.S. mail from the U.S. Postal Office local hub.
• Over see and/or assist with the sorting of received and out going mail and distribution of parcels for the SIUSOM campus.
• Process and track all SIUSOM campus mail and parcels for delivery internally.
• Set mail distribution routes as required and ensure that mail is distributed and picked up from all routes and stops within their established time schedule.
• Oversee and/or assist with the processing of all items delivered to Central Receiving and maintain receiving records. Maintain and control inventory of all warehouse items and surplus goods.
• Oversee and/or assist distribution clerks with the setup, and relocation/moving of furniture for department moves.
• Work with and have knowledge of working with vendors such as USPS, UPS, FedEx, and other delivery or carrier companies.
• Ensure all equipment is serviced at regular intervals and ensure necessary safety inspections are kept up to date.
• Work with vendors to coordinate shredding of documents generated on campus and off campus locations.
• Work with vendors to coordinate recycling of computers, electronics, cardboard, and other materials as needed.
• Over see deliveries of surplus property to the State of Illinois CMS Surplus warehouse facility as needed. Maintains a record of all surplus transfers into the CMS Surplus program and transfers all received reports to the SIUSOM comptroller's office.
• This position is solely responsible for ordering all copy paper for SIUSOM departments. This position will coordinate the distribution of supplies to departments upon request through the Facilities Management work order system.
• Conduct employee evaluations and disciplinary actions in a timely fashion.
• All activities are subject to the policies procedures of SIUSOM and State of Illinois governing bodies.

Other Duties 20%

• Provide input on bargaining agreement negotiations.
• Provide policy and procedural input for recommended changes for Central Services Operations.
• Implementing new ideas or approaches by securing the necessary resources or support from senior management.
• Ensure process improvement initiatives focus on measurable results, and help teams establish measures of success.
• Provide insight on ways to address short-term production storage capacity constraints or issues.
• All other duties as assigned.

Qualifications

Credentials to be Verified by Placement Officer

• High school diploma or equivalent.
• Any combination totaling three (3) years (36 months) from the categories below:
• College coursework in operations management, business management, supply chain management or a closely related field as measured by the following conversion table or its proportional equivalent:
• 30 semester hours equals one (1) year (12 months)
• Associate’s Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
• Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
• Experience in storing/receiving freight, handling or hauling freight, route scheduling, moving and delivery services, warehouse loading, and storage operations, and/or terminal dispatching in an institutional, industrial, and/or commercial setting.
• One (1) year (12 months) of work experience equivalent to the Assistant Distribution Services Supervisor level which included the direct supervision of employees

Knowledge, Skills & Abilities (KSA's)

• Skill in verbal and written communication.
• Skill in supervising.
• Analytical ability.
• Ability to maintain records and prepare reports.

Condition of Employment

Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

Supplemental Information

If you require assistance, please contact the Office of Human Resources at [email protected] or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at . This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.