5555 Material and Inventory Control Specialist


TITLE Material and Inventory Control Specialist



IMMEDIATE SUPERVISOR  Facilities Maintenance Support Services Supervisor

MAJOR ADMINISTRATOR  Mechanical Support Services Supervisor


The Material and Inventory Control Specialist, Facilities Maintenance maintains the perpetual master inventory listings of all materials and parts required for Facilities Maintenance with the use of an automated computerized inventory system, coordinates the receiving , inventory, storing, issuing, and account audit of supplies, parts, materials, and equipment utilized by Facilities Maintenance. The Material and Inventory Control Specialist develops, implements, and maintains inventory control procedures to ensure accurate computerized inventory records in compliance with departmental, institutional, and State of Missouri guidelines and regulations, coordinates the annual inventory by working with all areas within Facilities Maintenance to meet deadlines and account for all property, and coordinates and delivers all management and operations reports and listings as requested.    The Material and Inventory Control Specialist coordinates the addition of all new property, parts, and materials to the inventory, records transfers, makes minor computer-related repairs, and performs periodic maintenance of mechanical tools and equipment. The Material and Inventory Control Specialist trains and works with Facilities Maintenance personnel on inventory control procedures, prepares proper forms, maintains files, and meets required deadlines. 

Education:  An Associate’s degree from a post-secondary vocational or technical school in mechanical, electrical, or business management is required.

Experience:  At least four years successful experience in facilities maintenance storekeeping or equivalent experience in a parts or supplies warehouse is required; experience must include management of a computerized inventory and accounting system. Supervisory experience is required.

Skills:  Must be able to provide training on the use of PDA’s (personal data assistants). Must be able to perform data entry with accuracy and acceptable speed and develop queries and create reports for assigned assets, supplies, and parts. Effective oral and written communication skills are required.

Effort:  Must be able to lift and carry materials and equipment weighing up to 50 pounds on a frequent basis and up to 100 pounds on an occasional basis, prolonged standing and frequent bending, stooping, and reaching on a daily basis.

Other:  Scope of the position requires exposure to and use of greases, chemicals, solvents, and cleaners common to mechanical work that may be hazardous and/or cause injury if specific instructions regarding their mixture, use, and disposal/storage are not properly followed.  


1.         Assures an efficient and effective storeroom operation by following and monitoring procedures to receive, unpack, inventory, store (as necessary), account for, and issue all shipments of maintenance supplies and equipment, such as lumber, nails, bolts, hardware, conduit, switches, electrical wiring, repair parts for valves, thermostats, pumps and fittings, hand tools, pipe dyes and cutters, and similar type supplies and equipment.

2.         Ensures that the Facilities Maintenance department has an adequate and appropriate stock of maintenance supplies and equipment by maintaining a perpetual inventory of all such materials stored in the department, developing supplies, parts, and systems support plans based on supply and demand patterns related to seasonal factors, program changes, changes in end-use applications, or similar elements, and reordering as necessary to maintain adequate stocks.

3.         Makes supply system support decisions incorporating asset status, asset interchangeability, purchasing support, and established financial guidance by exercising authority to establish and revise stock order frequencies, establishing stock levels for individual items on a selective basis, and managing assigned items to achieve effective supply support while remaining within authorized or available funds.

4.         Procures materials, supplies, and equipment for Facilities Maintenance to meet the needs of the department and complies with University purchasing guidelines and principles and prepares functional specifications for specialty items to be purchased through purchasing procedures.

5.         Assures 100 percent accountability of all maintenance equipment and supplies received in the department by following and monitoring compliance with guidelines for checking the condition and accuracy of shipments, assuring that records of all shipments are verifiable and accurate, and sorting, classifying, and storing those items for ready identification and inventory.

6.         Utilizes proficiency with the computerized Work Order and Inventory Management systems and interfaced PDAs by supervising and training clerical staff, stores clerks, and field employees in the use of the computerized inventory system, maintaining records, developing reports for the reconciliation of parts and supplies inventories, and controlling access to the main manual and computerized programs.

7.         Works cooperatively to provide quality, seamless customer service by serving as a central point of contact and exchange of information for maintenance, grounds, and custodial staff about material and parts support problems affecting their respective areas and demonstrating a continuous effort to improve operations, decrease turnaround times, and streamline the inventory process.

8.         Reduces the potential for the loss of Facilities Maintenance tools by assuring that tools or equipment are issued to departmental personnel only, maintaining a record of items issued for use by personnel, and informing supervisory personnel when items are not returned as required.

9.         Maintains Facilities Maintenance tools, equipment, and machinery in operational condition by inspecting tools and equipment when returned to the stores area, making minor repairs or replacing parts within the capability to do so, and performing periodic maintenance and cleaning of tools and equipment as prescribed in the operator's manual or as directed.

10.       Assists in the shipping of mechanical equipment requiring repair by the manufacturers or contracted mechanical repair shops by inventorying and packing such items and performing associated shipment procedures as required.

11.       Contributes to an accident-free work environment by keeping the stores area clean, neat and orderly and free of clutter and debris, properly storing and handling hazardous materials, solvents, and chemicals, following the operators’ manual for storage and use of tools and equipment, and operating various light delivery vehicles and/or equipment in a safe manner, adhering to all reasonable and prudent safety precautions and procedures.

12.       Supervises the Stores Clerk by training, planning daily assignments in accordance with long-range goals, and reviewing and checking work output for conformance to guidelines and standards.

13        Contributes to the overall success of the Facilities Maintenance Department by performing all other duties and responsibilities as assigned.


The Material and Inventory Control Specialist, Facilities Maintenance is supervised by the Facilities Maintenance Support Services Supervisor and supervises full and part time staff assigned to Facilities Maintenance Stores.




Factor 1: Educational Requirements of the Job

Level 5 - 300 Points: The job requires a high school diploma or equivalent and an Associate's degree (60 credit hours or more) or equivalent vocational training or certification.

Factor 2: Skill Requirements - Craft and Trade Skills

Level 3 - 550 Points: General mechanical or technical aptitude and specific knowledge and experience in a skill, craft, or trade. The ability to perform standard procedures, operations, and/or operate specific equipment, that is required through at least two years of experience and previous training is required.

Factor 3: Managerial Responsibility

Level 4 - 300 Points: Supervision of a work group including hiring, training, planning, and directing the work of permanent employees. At this level the job often requires close supervision, generally of a rather small number of employees, and it is frequently necessary to train and instruct others, and plan and direct work. Supervisory responsibilities consume moderate amounts of work time and may include input into the development of budgets, some financial and inventory control responsibility, and general work planning tasks. Most first-line supervisors or office managers are typically at this level.

Factor 4: Guidelines

Level 3 - 90 Points: Procedures and standards exist, but considerable latitude in applying procedures and selecting a sequence of activities must be exercised. The employee uses judgment in interpreting and adapting guidelines such as agency policies, regulations, precedents, and work directions for application to specific cases or problems. The employee analyzes results and recommends changes.

Factor 5: Contacts

Level 4 - 175 Points: The purpose is to coordinate activities involving employees, students, and/or the general public. At this level, contacts involve considerable interpersonal skill involving cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor.

Factor 6: Work Environment

Level 2 - 40 Points: The work area involves moderate discomfort and/or risk such as that from moving machinery, occasional work with hazardous substances, or moderate levels of noise. The work may require wearing of protective gear. The work area is generally adequately lighted and ventilated, but may involve uncomfortable temperatures at times.

Factor 7: Physical Demands

Level 3 - 100 Points: Work requires continuous moderate with some strenuous physical exertion including standing, climbing, crawling, and regular lifting of objects over 50 pounds.

Factor 8: Responsibility for Facilities and Resources

Level 2 - 40 Points: Jobs at this level might require frequent but routine responsibility for facility security, public safety, equipment, or money.

Factor 9: Complexity

Level 3 - 450 Points: The work includes various duties involving different and unrelated processes and methods. Decisions regarding what needs to be done depend upon knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor and the department and involve the analysis of the subject, phase, or issues involved in each project or assignment, and the course of action may have to be selected from many alternatives. The work involves elements that must be identified and analyzed to discern interrelationships.