Manager Distribution Services

Overview of Position

Plans, manages, coordinates, and provides leadership in the provision of warehouse and mail services throughout the District.

This includes allocation of staff and resources, and evaluation of assigned programs, projects, and services.

Essential Functions

• Plans, coordinates, and manages the activities of staff in assigned sections.
• Hires staff and assigns work.
• Establishes clear performance expectations and evaluates staff based on results.
• Initiates changes in assignments and takes corrective measures as needed.
• Initiates and makes recommendations concerning the handling of grievances, disciplinary actions, and probation and dismissal of employees.
• Ensures work is completed in a timely and correct manner, and that all employees are meeting the department expectations.
• Establishes goals and objectives for assigned sections which are consistent with department and District policies and procedures.
• Establishes priorities, allocates necessary resources and implements decisions to ensure completion of goals and objectives.
• Monitors progress and performance of staff.
• Prioritizes work load and allocates resources to meet district demands, and ensures adherence to timelines to meet customers' needs.
• Identifies opportunities for support staff training.
• Ensures that safety training and proper safety procedures are in place.
• Ensures compliance with CBA's, OSHA, WISHA and DOT regulations.
• Develops, monitors and makes adjustments to section and project budgets in collaboration with assigned budget analyst.
• Ensures adherence to proper fiscal control measures, and District policies and procedures.
• Maintains fiscal responsibility with developed budget, makes timely adjustments to insure a balanced budget, and develops new budget.
• Maintains liaison with other District staff to provide effective coordination between areas.
• Maintains liaison with District departments, external agencies, vendors, and other school districts (public and private), involved in warehouse, mail, and delivery services.
• Provides technical assistance to District staff for problems related to existing processes and improvements.
• Collaborates between departments and vendors, improves procedures, resulting in better processes and better results for our customers.
• Interprets, monitors, and ensures District compliance with federal, state, and local laws, regulations, and safety standards, including those related to bids and purchasing, prevailing wages, vendor contracts, special projects, environmental protection and hazards, and proper storage of food, equipment and supplies.
• Obtains feedback on vendors, staff performance, and customer satisfaction with work performed and delivered.
• Ensures compliance and provides a quality product to meet customer satisfaction.
• Researches and gathers data related to section practices and operations.
• Analyzes warehouse, procurement, and delivery statistics to develop and implement efficiencies.
• Designs work schedules.
• Works with other District staff to develop and implement computerized systems to streamline operations and payment of vendors.
• Monitors and evaluates existing systems and processes for modifications.
• Calculates time and delivery statistics.
• Develops, modifies, and prepares reports.
• Researches and gathers data and highlights where adjustments to our processes need to occur to improve results and operational efficiencies.
• Evaluates District-wide needs for warehouse and mail services.
• Develops and implements plans for day-to-day operations and improves efficiencies.
• Explores revenue-generating projects and plans and makes recommendations for identifying funding sources and consolidation of resources to free up existing funds.
• Takes the lead on assigned projects.
• Explores new avenues and makes recommendations to improve existing processes.
• Continues to improve operational processes, creates flow and eliminates waste.
• Represents the department and District though initial steps of the grievance process with multiple unions.
• Determines appropriate response and implements decisions.
• Stays in compliance with CBA's and district policies, while protecting the interest of the district.
• Advises management on section and project activities including preparing reports and making presentations.
• Keeps department management informed of activities and provides reports to department management as requested.

OTHER FUNCTIONS :

• Analyzes and recommends changes to and improvements in section operating policies and procedures, and initiates and implements new programs and projects.
• May perform related duties consistent with the scope and intent of the position.

RELEVANT COMPETENCIES :

Drive for Results

Pursues everything with energy, drive, and a need to finish; even in the face of resistance or setbacks steadfastly pushes self and others for results.

• Sets and maintains high performance standards for self and others.
• Motivates others to convert ideas into actions and results.
• Recognizes and takes advantage of opportunities to deliver results.
• Has a strong sense of urgency about solving problems and getting things done.

Directing Others

Establishes clear directions; challenging and stretching tasks and assignments; constructs compelling development plans and executes them;

pushes direct reports to accept developmental moves.

• Assigns work to others, adapting to the responsibilities, motivation, and interest of each individual.
• Clearly communicates responsibilities, including decision making authority, required actions and deadlines.
• Provides appropriate support based on direct report's capabilities.
• Encourages two-way dialog to ensure success.

Customer Focus

Commits to meeting the expectatons and requirements of internal and external stakeholders; acts with stakeholders in mind;

values importance of providing high-quality customer service.

• Makes customers and their needs a primary focus of his / her actions
• Thinks ahead and considers the impact of actions both internally and externally.
• Develops trust, credibility and maintains strong relationships with customers.
• Goes the extra mile to satisfy customer needs and expectations.

DISTRICT-WIDE CORE COMPETENCIES :

Collaboration

Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties.

• Is seen as a team player who encourages efficient and effective collaborations.
• Works skillfully in difficult situations with both internal and external groups.
• Represents his / her own interests while being open-minded to other groups.
• Builds respectful and productive relationships internally and externally.

Getting Results (Action Oriented)

Performs work with energy and drive; values planning, but will take quick, decisive action when an opportunity presents itself.

• Demonstrates a strong sense of urgency about solving problems and getting work done.
• Focuses on achieving the goal even in the face of obstacles.
• Assumes responsibility for starting and finishing work with minimal supervision.
• Strives for new levels of performance.

Decision Quality & Problem Solving

Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions;

appropriately incorporates multiple inputs to establish shared ownership and effective action.

• Weighs the consequences of options before making a decision.
• Applies appropriate criteria to situations for the purpose of making decisions.
• Displays self-confidence in own judgment.
• Focuses in the facts and solutions instead of opinions and problems.

Integrity

Is widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner;

keeps confidences; admits mistakes; doesn't misrepresent him / herself for personal gain.

• Deals with people and situations in an honest and forthright manner.
• Represents information and data accurately and completely.
• Represents the confidentiality of information and concerns shared by others.
• Takes ownership if a mistake is their own and does not blame others.

Accountability

Holds self and others accountable for measurable high-quality, timely and cost-effective results; determines objectives, sets priorities and delegates work;

accepts responsibility for mistakes; complies with established control systems and rules.

• Takes responsibility and action as if the risks (financial or otherwise) are his or her own.
• Holds individuals and team accountable for their actions and results.
• Initiates action even if outcome is uncertain and is willing to accept the consequences of failure.
• Aligns own activities and priorities to meet broader organizational needs.
• Demonstrates courage and confidence in his or her own ability.

KNOWLEDGE, SKILLS AND ABILITIES :

• Principles and practices of warehouse, distribution, and inventory control administration.
• Contract administration and bidding procedures.
• Research and data analysis for the purpose of studying efficiencies and effectiveness of services.
• City, county, state, and federal regulations and safety standards for areas of responsibility.
• Administrative practices including staff supervision and training.
• Warehouse, distribution, and mail service techniques for large scale operations.
• Computer systems, networks, and standard applications software, including spreadsheet, word processing, and data base packages.
• Strong Oral and written communications.
• Competency in Excel and Word.
• Report writing. ?????
• Problem solving.
• Organizing and assigning work schedules.
• Evaluating, assessing, and improving the effectiveness of programs and procedures.
• Provide leadership and direction to others.
• Supervise staff.
• Motivate others, and work collaboratively to build an effective team with high standards.
• Analyze problems and recommend and implement solutions.
• Establish objectives, policies, and procedures.
• Take individual initiative.
• Accept responsibility and be held accountable.
• Coordinate multiple projects simultaneously.
• Develop and administer budgets.
• Stimulate team and group processes.
• Adapt to and innovate change and remain flexible.
• Establish and maintain effective working relationships with District staff, administrators, vendors, other school districts (public and private), outside agencies, and the public in a diverse community.
• Set priorities and meet deadlines.
• Use time effectively and efficiently.
• Make decisions in a timely manner.
• Work effectively under pressure.
• Interpret and apply state statutes and District policies regarding section activities.
• Maintain effective working relationships in a multicultural environment.

Typical Qualifications

EXPERIENCE / EDUCATION :

A typical way to obtain the knowledge and abilities would be :

• Five (5) years of increasingly responsible experience in a large central warehouse / distribution center, plus inventory control experience for large multiple group inventories and multiple sites, including two (2) years of experience managing or supervising a comprehensive program with responsibility for selecting and evaluating staff;
• Bachelor's Degree in business, financial administration, or a closely related field; additional qualifying work experience may substitute for the required education on a year-for-year basis;

or an equivalent combination of education and experience.

Any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities to perform the work will be considered.

DESIRED CERTIFICATIONS & LICENSES :

Valid Washington State driver's license or evidence of equivalent mobility

CLEARANCES :

Criminal Justice fingerprinting and background check.