Warehouse Manager - GS3827 - PROCUREMENT & COMP - WAREHOUSE
City of Denton
Job Description
Title: Warehouse Manager
Position ID: GS3827-800001
Department/Division: Procurement & Compliance / Warehouse
Report to: Director of Procurement & Strategic Services
FLSA Designation: Exempt
Safety Sensitive: Yes
DOT: No
Definition: The Warehouse Manager is responsible for overseeing a wide variety of Distribution Center activities including service delivery and receiving raw materials and/or finished
goods and maintaining inventory and associated records. People management responsibilities include hiring and training, planning and assigning daily work, conducting performance appraisals,
addressing performance issues, and resolving problems.
In addition, the incumbent is responsible for providing the materials and support required for new utility construction, emergency utility repairs and maintenance of the City’s infrastructure.
Responsible for providing materials and support of operations for all other City departments.
Essential Functions:
Manages the City’s Warehouse staff, operations, and implements and oversees Inventory Administration controls, policies, and procedures. Understands and ensures compliance with Local,
State and Federal laws.
Researches and analyzes the needs for inventory control systems, and updates to existing systems to help identify the best solution for the City.
Monitors performance data against existing or new performance targets; prepares reports, graphs, charts and other illustrative materials by gathering and analyzing a variety of data
points related to operational and financial analysis in support of the development of short and long-range goals for assigned areas. Provides findings to the Director of Procurement
and Strategic Services, City Council and Management
Performs cost of service analysis and utilizes inventory models to recommend adjustments and elimination inventory where indicated.
Provides staff training for new and/or revised procedures.
Demonstrates continuous effort to improve operations, decrease turnaround, and deliver seamless customer service; reviews and recommends optimized methods for transaction processing
and financial reporting.
Develops, maintains, and administers high level electronic tracking tools for identification of materials for major projects, special projects, and contract expenditures. Ensures availability
of materials necessary for projects. Expedites materials for urgent project needs in compliance with applicable procurement statutes.
Maintains computerized inventory system to track procurement, distribution center storage, distribution and frequency of utilization of materials. Performs a wide range of comprehensive
activities associated with the inventory software system including but not limited to; entering and issuing orders, inventory management including stock replenishment, entering receipts,
set up of new items and locations, determine obsolescence of items, review minimum and maximum quantities, cycle counts and any other inventory related control and monitoring requirements.
Drafts materials specifications, specification development, product groupings, and large-scale needs for competitive solicitation in accordance with City policy and State law. Leads
procurement evaluation in performing value and cost analysis, recommendations for award and administers/monitors contracts consistent with City policies, procedures, City Charter, and
State law. Accurately maintains inventory records, stock levels, and ensure timely replenishment of stock through requisition entry into the City’s financial system. Monitors inventory
levels to ensure reduction of City supply costs, space utilization, and forecast’s inventory and procurement needs. Documents and continually strives to improve Distribution Center
processes and procedures to optimize customer satisfaction, reduce costs, streamline operations and improve Distribution Center productivity. Responsible for interfacing with City Departments
to assist in determining appropriate inventory levels, forecast sales, and supports departmental project execution. Attends City Departmental materials meetings for projects.
Ensures that staff conducts periodic visual inventory audits of Distribution Center materials to reconcile actual stock with the electronic stock tracking system. Ensures performance
of inventory control responsibilities by staff, such as cycle counts, inventory accuracy, and inventory control improvement procedures are developed.
Performs standard shipping/receiving functions, verifies materials upon delivery; ensures shipping manifest balances with invoicing.
Researches pricing for transactional procurement needs, accurately documenting that informal quotes are obtained, and that records are maintained in the City’s financial system to support
the procurement request.
Ensures that materials that are late delivery or delayed shipments are fully expedited and maintains an electronic tracking tool to ensure tracking of material delivery dates is accomplished.
Arranges necessary adjustments with suppliers regarding missing/broken/damages material deliveries, incomplete orders, or other issues. Communicates to departments the status of material
availability when applicable. Proactively communicates to Department’s inquiries regarding available material, inventory levels, damaged or backordered materials, material delivery
dates, and obsolete inventory. Documents late deliveries of contractors and disseminates information to the procurement file.
Communicates and consults with suppliers/contractors to locate materials, supplies, parts, tools, and equipment. Obtain informal quotes for materials, research availability, quality,
and accurate delivery dates. Determination of best value for materials, and entry of requisition into City’s financial system.
Setup layout and space management and work organization chart for Distribution Center. Maintains physical condition of the Warehouse. Prepares, maintains, and ensures cleanliness of
an organized Distribution Center.
Performs materials management of remote storage locations, ensuring same levels of performance and requirements are met as with central location inventory.
Manages Warehouse personnel to ensure effective and efficient performance relative to organizational goals and objectives. Promote constant motivation among staff to strive for efficiency
and effectiveness. Training staff and monitoring their performance and progress. Provides for the safety of Distribution Center personnel and the safeguarding of warehouse assets.
Develop, document, track and analyze Warehouse operational, finance, and customer satisfaction indicators. Implements improvements and corrective action based upon analysis of trends
and meeting goals. Builds customer confidence, is committed to increasing customer satisfaction, sets achievable customer expectations, assumes responsibility for solving customer problems,
ensures commitments to customers are met, solicits opinions and input from customers, responds quickly to customer requests and support.
Manages departmental surplus disposal program, including collecting of materials, storage, cataloging, coordination with third party auctioneer, and distribution to buyers.
Assists in preparation of the department budget by preparing reports, forecasts and writing of supplemental packages.
Operates within the City’s formal and informal structures, builds constructive relationships with managers and staff across departments, builds consensus to meet customer needs, is fittingly
diplomatic, and understands other departments’ goals and responsibilities.
Assists in creating and communicating a long-term vision, solicits input and feedback from departments, develops short- and long-term Distribution Center goals, aligns Distribution Center
staff to achieve said goals, understands the market and can predict change, understands the industry and the competition, creates and adjusts strategic plans. Communicates Distribution
Center goals, policies and procedures to other departments and can manage conflict when required.
Performs root cause analysis and determines solutions to resolve Distribution Center/accounting and departmental issues and initiates corrective actions.
Produces regular reports and distributes as required by the Director of Procurement and Strategic Services. Examples of such electronic reports are: (1) backorder report (2) availability
report (3) zero out report (4) future commit reports, and (5) project status reports.
Maintains regular and punctual on-site attendance
Additional Duties:
May issue purchase orders from within the financial system for materials as stock or project inventory as requested by the Director of Procurement and Strategic Services
Performs other duties as assigned
Minimum Qualifications / Acceptable Equivalency:
Bachelor’s degree in Business related field,
AND
Four (4) years progressively responsible experience in inventory management, warehouse management to include receipt and storage activities, supply distribution, project tracking, and
computerized inventory control, or equivalent combination of education and experience.
OR
Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job
Core Competencies:
Extensive knowledge of inventory management practices, reporting and key performance indicators
Knowledge of local, State, and Federal guidelines, regulations for procurement of supplies and materials in a governmental environment
Must have knowledge of computers and related equipment, hardware and software in the area of assignment
Ability to communicate effectively and clearly, both verbally and in writing
Ability to identify problems and propose solutions in a timely manner
Ability to gather and analyze data and draw conclusions and present data and other information in a clear and logical manner.
Ability to handle all tasks with minimal supervision and direction.
Skill in resolving customer complaints and concerns
Skill in effectively reviewing work and providing technical assistance to assigned staff.
Ability to form and maintain effective relationships with coworkers and customers
Preferences:
Experience utilizing JD Edwards software system
Public procurement experience
Professional certification: APICS Certified in Production and Inventory Management, C.P.M. or CPSM Certification, or CPPB or CPPO is preferred.
Experience in a governmental work environment is preferred
Intermediate skill with Microsoft Office applications, including Word, Excel, and Outlook
Bilingual in Spanish and English
Conditions of Employment:
Must have and maintain a valid Class “C” Driver’s License and valid state required minimum automobile liability insurance prior to employment (must obtain Texas Class “C” driver’s license
and state required minimum automobile liability insurance within 90 days of hire per state law)
Must pass a drug test, driver’s license check, and criminal history background check
Must be able to respond after hours if needed
Must pass a physical examination
Physical Requirements:
Overall Strength Demands: The italicized word describes the overall strength demand of the functions performed by the incumbent during a typical workday.
Sedentary – lifting no more than 10 pounds
Light – lifting no more than 20 pounds; carry up to 10 pounds
Medium – lifting no more than 50 pounds, carry up to 25 pounds
Heavy – lifting no more than 100 pounds, carry up to 50 pounds
Very Heavy – lifting more than 100 pounds, carry more than 50 pounds
Physical Demand Codes: The following describes if the incumbent is expected to exert the following physical demands during a typical workday and the overall frequency.
Codes for “how often”:
Y = Yes
N = No
E = extensive (100-70%)
M = moderate (60-30%)
I = infrequent (20-10%)
A = almost never (<10%)
Task: Code:
Standing: I
Sitting: E
Walking: I
Lifting: M
Carrying: M
Pushing/Pulling: M
Overhead Work: I
Fine Dexterity: M
Kneeling: I
Crouching: I
Crawling: A
Bending: M
Twisting: I
Climbing: I
Balancing: E
Vision: E
Hearing: E
Talking: E
Video Display: M
Other - Differentiate Colors: E
Machines, Tools, Equipment and Work Aids:
The essential functions of this position require the use of a computer, telephone, palette truck, and forklift.
Environmental Factors:
The essential functions of this position are performed primarily in a warehouse environment and may require occasional outside work.
This job description is not an employment agreement, contract agreement, or contract. Management has exclusive right to alter this job description at any time without notice.
ADA/EOE/ADEA
Effective Date: 2/7/2001
Revision Date: 5/28/2021