Inventory Records Series

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Employees in this series perform duties involved in implementing, maintaining, coordinating, and/or developing inventory records systems for movable equipment.

DESCRIPTIONS OF LEVELS OF WORK

Employees at this level maintain an equipment inventory system and assist in a centralized receiving station's receiving and distribution operations. They work under general supervision from a designated supervisor.

A(n) Inventory Clerk typically -

1. assigns and affixes inventory numbers or code to items of equipment;
2. conducts a physical inventory of all property and equipment;
3. reports to designated university officials on equipment that cannot be located;
4. makes recommendations for reassignment of equipment;
5. assists with loading, unloading, and distributing incoming supplies and equipment as required;
6. performs other related duties as assigned.

Employees at this level establish, manage, and coordinate an inventory records system, ensuring conformance with university/campus procedures and supporting a major department or operating unit that uses diverse technical, scientific, and other permanent movable equipment housed in multiple locations. They work under the direction of a designated supervisor.

A(n) Inventory Specialist typically -

1. develops and maintains an inventory record system of state and non-state equipment that meets university/campus requirements and additional needs of the major department or operating unit;
2. supervises and performs physical inventory of property and equipment as required by the major department or operating unit;
3. prepares reports for university/campus officials and the major department or operating unit to enable better equipment utilization;
4. determines equipment surpluses and consults with principal investigators as to disposition;
5. determines which items should be inventoried according to regulations;
6. prepares form reporting inventory changes to the Inventory Record Control Supervisor or other designated university/campus officials;
7. supervises and performs the affixing of code numbers to each item of equipment;
8. supervises, assists, and trains subordinates in carrying out assigned duties;
9. responsible for the security of departmental or operating unit equipment;
10. performs other related duties as assigned.

Employees at this level are responsible for developing, coordinating, and maintaining a university/campus-wide inventory record system for movable equipment. They work under the direction of a designated administrator.

A(n) Inventory Record Control Supervisor typically -

1. assumes responsibility for developing, coordinating, and maintaining an inventory record control system, including classifying equipment in conformance with the state Property Control act and university policies;
2. coordinates inventory record control system with major departments or operating units;
3. designates appropriate code numbers for each item of equipment;
4. prepares form reporting inventory changes to the State of Illinois;
5. prepares and maintains a manual of instructions to ensure standardization of procedures for major departmental or operating unit reporting;
6. designs and modifies the form and filing system used in inventory record control;
7. handles the disposition of surplus equipment;
8. prepares reports and correspondence;
9. supervises and trains subordinates and other assigned personnel;
10. performs other related duties as assigned.

MINIMUM ACCEPTABLE QUALIFICATIONS

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Ability to keep records accurately.
2. Ability to do heavy lifting.
3. Willingness to work in extremely dirty areas.

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Two (2) years (24 months) of experience in inventory work.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Knowledge of inventory procedures.
2. Knowledge of coding, filing, and record keeping.
3. Knowledge of basic arithmetic and the ability to interpret and solve problems of a mathematical nature.
4. Skill in verbal and written communication.
5. Skill in inductive and deductive reasoning.
6. Ability to keep records accurately.
7. Ability to recognize equipment generally used by the department (to be determined during probationary period).

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Three (3) years (36 months) of work experience in records management involving inventory control.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Knowledge of inventory procedures.
2. Knowledge of coding, filing, and record keeping.
3. Knowledge of basic arithmetic and the ability to interpret and solve problems of a mathematical nature.
4. Skill in verbal and written communication.
5. Skill in inductive and deductive reasoning.
6. Ability to supervise.