Job Title: Leasing and Distribution Clerk Wage/Hour Status: Non-Exempt
Reports to: Director of Facility Use and Director of Risk Management
Pay Grade: Auxiliary 6 – Biweekly
Department/School: Operational Services Date Revised: 8/2015
Primary Purpose:
The primary purpose is to provide clerical support and coordination to the Leasing and Distribution operations and to maintain compliance with board policies and administrative requirements while providing excellent customer service to campuses and the community.
Qualifications:
Education/Experience:
High School diploma or equivalent
Some college preferred
Special Knowledge/Skills:
Prior experience dealing with customers in a rental or leasing operation
Prior experience with database systems or inventory control systems
Experience with invoicing, processing payments and reconciling reports
Strong customer service skills
Strong organizational skills
Ability to communicate effectively both verbally and in written form
Proficient with a ten key, and operate fax machine and copier/scanner
Proficient with personal computers and typical word processing, spreadsheets, and database software programs
Major Responsibilities and Duties:
Administration
- Processes and monitors events in the district facility use program.
- Collects, checks and maintains liability insurance documents for leasing organizations.
- Performs background checks through the visitor management system for leasing organizations, vendors, and contractors.
- Coordinates personnel and services needed for events.
- Coordinates access control for events.
- Generates leasing invoices and processes all aspects of related payments including journal entries, disbursements and monthly reconciliations.
- Runs reports pertaining to Leasing operations.
- Reviews surveillance system when necessary and related to facility use events.
- Assists in monitoring inventory levels in both value and quantity to ensure fiscal responsibility and a minimum of back-ordered items.
- Runs order reports from an inventory system to determine inventory levels and to issue purchase orders for parts and materials to ensure items are available when needed.
- Assists with processing and pulling customer “will call” counter orders in a safe manner.
- Assists with shipping and receiving as needed. May require the use of a pallet jack and/or dolly occasionally.
- Participates in the annual inventory process by assisting in the preparation of all required reports, counting, reconciling differences, and posting the final count for each item. Conducts spot checks as necessary.
- Performs data entry (including purchase orders, database, inventory, budget, etc.) for the Leasing and Distribution operations.
- Performs clerical duties to organize records and files.
- Responsible for all other duties as may be assigned.
School/Organizational Climate
- Deals sensitively and fairly with all persons and has understanding of diverse cultural backgrounds.
- Periodically meets with Leasing and Distribution to evaluate processes.
- Encourages effective communication with district employees and the community.
- Maintains regular and consistent attendance.
- Understands and maintains confidentiality.
- Participates in meetings and training sessions as designated by the District.
- Demonstrates behavior that is professional, ethical and responsible.
- Keeps the department directors directly informed of business affairs.
- Emphasizes the need for appropriate decorum and behavior among staff emphasizing acceptance of cultural and gender diversity and no tolerance for sexual harassment.
Personnel Management
- Updates personnel staff development records for Distribution Services Center staff.
Professional Growth and Development
- Develops professional skills and knowledge appropriate to the job assignment.
- Participates in staff development.
School/Community Relations
- Articulates the district’s mission to the community as necessary and solicit its support in realizing the mission.
Equipment Used:
Two and Four wheel dolly, pallet jack, computer, printer, copier, scanner, fax machine, calculator, camera, telephone
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Ability to cope with stressful situations; occasionally, tolerate temperature variations within the warehouse between 20 and 120 degrees; occasional travel to schools to show sites to interested parties. Must be able to lift up to 20 pounds. |