GENERAL DESCRIPTION OF CLASS

The PROPERTY SPECIALIST 1 assists in the purchase and supply activities of an agency by typing and otherwise completing purchase orders, stores requests, and property records and by receiving, storing, and distributing supplies as part of a storeroom/warehouse operation.

DISTINGUISHING FEATURES

This is the first level of a three-level series. It is distinguished from the higher levels by the emphasis on clerical activities, closer supervision, and minimal purchasing and inventory responsibility.

DUTIES AND RESPONSIBILITIES

Allocation of positions to this class will depend on the total work performed which may include one or a combination of the duties or tasks listed below.

1. Clerical Duties. Typical tasks: types forms or documents such as purchase orders, central stores orders, property disposition requests, printing orders, requisitions, and correspondence; enters information into computer, or maintains manual records, on items ordered, pending, and received and inventory control information such as inventory numbers and location of items; files invoices, vouchers, purchase orders, and other documents; maintains agency records (e.g., keys issued, assigned vehicles, credit cards, and parking assignments); verifies numbers and dollar amounts on documents such as purchase requests, purchase orders, and invoices; submits vouchers to accounting unit for payment.
2. Stores. Typical tasks: signs receipts for shipments of items delivered; submits receipts to Accounting Department for processing; checks items received against specifications, purchase orders, and invoices and inspects items for damage; places forms and supplies on shelves and rotates stock items which have limited life spans; notes when stocks of forms or supplies on hand are low and reorders when appropriate; issues supplies to staff or may sell items to students, residents, staff, or public; answers questions from staff such as stock availability and purchasing procedures; talks to vendors about order problems (e.g., missing items, errors in billing).
3. Inventory. Typical tasks: marks equipment and property with identification labels for inventory tracking; verifies existence and location of equipment and property by matching inventory identification numbers marked on items against inventory records; researches location of missing items through telephone contact with responsible staff or by physical search.

RELATIONSHIPS WITH OTHERS

Employees in this class are in regular telephone and in person contact with agency staff, students, residents, or the public in the process of issuing, distributing, or selling supplies and equipment from the stockroom or warehouse. Employees are in regular contact by telephone or in person with vendors to discuss order problems, such as missing items which have been ordered, and errors in billing. Employees have regular contact in person with people who deliver supplies and equipment to the stockroom or warehouse.

SUPERVISION RECEIVED

Employees in this class receive close supervision from a supervising property specialist or clerical supervisor. Work is reviewed throughout the day to assure accuracy and efficiency.

GENERAL INFORMATION

Positions are found in central and remote locations throughout State government (e.g., general government agencies, human or natural resource agencies, correctional, mental health, or higher education institutions, hospitals, etc.). They require the willingness to work within the environment associated with the position's location.

MINIMUM QUALIFICATIONS

• Knowledge of spoken and written English at the high school graduate level.