08/01/1983 02600

SUPPLIES AND SURPLUS OPERATIONS DIRECTOR, DGS

DEFINITION: This is highly responsible administrative work in developing, directing, managing, formulating policy, and administering both the central supply and distribution systems and the excess and surplus property systems for the commonwealth.

The employee in this class is responsible for the development of inventory and commodity financial forecasting systems, and the administration and maintenance of inventory management and distribution systems for commodities to include ordering, storage, commodity pricing and delivery to meet varied materials needs of most Commonwealth agencies and institutions. Employee is also responsible for the administration and direction of the surplus property system, encompassing both state excess and surplus and Federal surplus property programs to include certifying eligible donees, screening designated Federal activities for suitable property, maintenance of separate accountable inventories, warehousing, field and local sales, service charge establishment and disposition of non-serviceable, non-salable personal property. Work includes planning and coordinating the cost-effective acquisition, storage, transfer and disposal of new, excess and surplus property to serve the needs of Commonwealth agencies. Employee formulates program policies and procedures in keeping with modern warehousing and procurement concepts and departmental policies and standards, and exercises responsibility for management functions consistent with guidelines imposed by the Federal General Services Administration, State Regulations, and Departmental Procedures. Work involves developing and implementing appropriate safeguards against fraud, theft and unauthorized use of Federal and State properties, including cooperation with external and internal
audit and investigative agencies to discover and prosecute incidents of malfeasance. Employee also directs the maintenance of account records for all funds associated with operation and is responsible for record management and forms control for internal organizational functions. Supervision is exercised over subordinated managerial and supervisory personnel engaged in administrative, warehousing, transportation, inspection and clerical duties. Employee serves as
technical advisor to the Deputy Secretary and Secretary on operational matters and work independently within the framework of existing laws, regulations and Federal/State mandates. Work is reviewed in terms of overall program effectiveness by administrative superiors.

EXAMPLES OF WORK: Plans, directs, manages, formulates policy, and supervises the acquisition, storage and distribution of varied supplies and material, state excess and surplus property and Federal surplus property in order to meet program objectives and organizational goals.

Directs the procurement, inventory management systems, acquisition, accounting, storage, pricing, disposition and transportation of all centrally-warehoused commodities and surplus properties.

Develops, in coordination with technical EDP experts, the need, type and format for a variety of automated statistical analyses and management reports, including approval of statistical techniques employed in the analyses.

Determines the need for warehouse and localized distribution facilities and assures proper operation through acquisition, inventory management and disposition, including responsibility for directing field sales and sealed bid sales of property surplused to the Commonwealth.

Develops and maintains internal financial controls through analysis of financial statements and reports including maintenance of required separate accounting records for all funds associated with the bureau.

Develops and implements EDP systems to effectively replace manual control systems in managing inventory and distribution.

Develops and implements safety procedures within the several warehouses and storage locations and is accountable for property while in the custody of the Department of General Services.

Administers the state Federal Surplus Property programs for the acquisition, storage and distribution of a wide variety of property through determination of eligibility applications, transfer of interagency property, conduct of field sales, coordination of Federal GSA sales, transfer of surplus properties to municipalities
and approved non-profit organizations.

Determines the rates of service charges levied to defray the costs of handling Federal surplus property.

Assures compliance with mandates of the Federal government in relation to utilization requirements through reports, disposition of obsolete and deteriorated property, and on-site surveillance visits to recipients of Federal property to guard against improper use of the property.

Prepares and administers budget for each Bureau fund and performs personnel management duties in relation to interpretation of contractual agreements, review and evaluation of performance, and schedule and review of work.

Develops and maintains a precious and noble metals recovery program for the Commonwealth as well as ensuring compliance with Federal regulations in the identification and disposal of hazardous materials, munitions list items, and items requiring special certifications.

Performs related duties as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES: Knowledge of the principles and practices of public administration and office management methods.

Knowledge of Federal and State laws, rules and regulations governing the acquisition, storage and distribution of supplies, material, equipment and properties.

Knowledge of centralized purchasing and contractual procedures and supply sources.

Knowledge of automated inventory management systems and warehousing, including space allocations and computations, work flow, and storage, transportation, and shipping methods.

Knowledge of the principles and practices of employee supervision.

Ability to determine current market factors and prices of commodities, ferrous and non-ferrous scrap, and precious metals.

Ability to interpret contractual agreements as the pertain to employee disputes and contractor performance.

Ability to exercise effective supervision over a large number of technical and administrative employees, including the ability to schedule and review work.

Ability to develop and implement highly complex and large scale administrative and statistical procedures and operations and to evaluate their efficiency and effectiveness.

Ability to establish and maintain effective working relationships with associates, vendors, officials, and the general public.

Ability to exercise judgment and discretion in applying and interpreting Federal, state and departmental policies and procedures.

Ability to speak and write effectively.

MINIMUM EXPERIENCE AND TRAINING: Six years of progressively responsible experience in marketing, distribution, purchasing, property disposal, and contracting which has involved supervisory and management experience in warehousing and inventory management; and a bachelor's degree, including or supplemented by courses in statistics and logistics and formal training in Federal property disposal regulations and methods.

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Any equivalent combination of experience and training.