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					                                                                                                            JOB ANALYSIS
                                                                                                 South Kitsap School District
                                                                                                                   Administrative Services
                                                                                                                                SK 51 118




                            INVENTORY AND RECORDS TECHNICIAN - TRANSPORTATION
    Job Summary
              The job of Inventory and Records Technician - Transportation is done for the purpose/s of Maintaining District vehicle
              records (e.g. parts expense, mechanic hours, purchase orders, warranty reclaims, state patrol inspections);
              maintaining records (e.g. facility EPA testing, Material Data Sheets (MSDS)); maintaining Transportation shop
              physical inventory count; operating shop communication system; preparing documents (e.g. letters, memos, shop
              staff leave records); preparing financial reports (e.g. gas, oil reports, shop employee leave sheets/time records;
              Transportation departmental billings, journal vouchers, cost per mile reports); processing financial documents and
              transactions; and attending meetings and trainings.


    Identifying Information

                   Analyst Joanne Peterson                                                                Analysis Date    1/31/2002
                Reviewer Sherrie Evans                                                                    Review Date

                 Approval                                                                               Approval Date

              Sub Family Office/Clerical                                                                  Last Revised     6/18/2007
              Department Transportation                                       Bargaining Unit       Public School Employees (PSE)

             FLSA Status Non Exempt                                    Employment Class                                     Classified
              Reports To                                                                   Salary Grade                          PSE V

    Information Reviewed:
         January 31, 2002: Sarah Klaudt and Beth Travis met with Joanne Peterson to write function statements for new
         Transportation position. The Fiscal Records Specialist will become the Inventory and Records Technician-Transportation
         and will move to a new location near the shop area.
         January 31, 2002: Reviewed by Sherrie Evans, Assistant Superintendent for Personnel and Labor Relations.

    Employee Interviews
         March 11, 2002: Reviewed and rated by Job Analysis Group. Placed at PSE Level IV at 267 points. Job title: Inventory and
         Records Technician-Transportation.

    Administrative and Other Review
         May 2007 - Driver's License requirement review - identified as required due to regular use of District and/or personal vehicle
         for District business. Driving abstract required as part of the application process.

         February 2005: Reclassification from pay range 4 to 5 effective 2/1/05.
         Review in 03/04 (all rating review for EMS software upgrade to version 5.5). No changes.
         03/04 Appeal. Agree to change in methods. Complexity, Diversity with Equipment, from Limited to Limited-Moderate;
         Responsibility, Oversight of Others, from L1 to L2; Working Conditions, Environmental Conditions, Exposure to Injury, from
         Occasional to Frequent; Knowledge, Reasoning, from L2 to L3; comments to Specific Knowledge; Specific Skills from
         "processing at basic level preferred” to “intermediate level preferred"; Requirements, Certificates & Licenses, add
         Washington State Driver's License.

                                                             JOB FUNCTIONS
           The attached listing of functions were identified as part of the Job Analysis process for the above job classification.
          The functions were determined to be either “essential” or “marginal” as defined by the Americans with Disabilities Act
                   in accordance with guidelines developed by the U.S. Equal Employment Opportunity Commission.


Job Analysis: Inventory and Records Technician - Transportation                                              Printed 6/18/2007     Page   1
    • Maintains District vehicle records (e.g. parts expense, mechanic hours, purchase orders, warranty reclaims, state
      patrol inspections) for the purpose of meeting Washington State Patrol audit and record keeping requirements.


       Function Designation:     ESSENTIAL
        The following factors were determined to provide supporting evidence and/or reasons for the function designation:
                Evidence:                                                      Reasons:
                      Serious Consequences                                              Limited Number of Employees
                      Amount of Time                                                    Job Exists to Perform Function
                      Previous Employees
                      Current Employees
                      Job Description


         Equipment:
              Standard office equipment, routine desk supplies, specialized software, Gas and Oil Report, Repair Orders

         Methods:
              Maintain accounts payable documents; maintain records related to purchase orders and journal vouchers; track
              vehicle maintenance schedules



    • Maintains records (e.g. facility EPA testing, Material Safety Data Sheets (MSDS)) for the purpose of documenting
      facility safety actions and meeting state and federal requirements.


       Function Designation:     ESSENTIAL
        The following factors were determined to provide supporting evidence and/or reasons for the function designation:
                Evidence:                                                      Reasons:
                      Serious Consequences                                              Limited Number of Employees
                      Amount of Time                                                    Job Exists to Perform Function
                      Job Description

         Equipment:
              Standard office edquipment and routine desk supplies

         Methods:
              Maintain certification records for the underground storage tanks; maintain storage tank insurance documents,
              maintain and update MSDS for all chemicals used in the shop operations.



    • Maintains Transportation shop physical inventory count for the purpose of meeting state audit requirements.


       Function Designation:     ESSENTIAL
        The following factors were determined to provide supporting evidence and/or reasons for the function designation:
                Evidence:                                                      Reasons:
                      Serious Consequences                                              Limited Number of Employees
                      Amount of Time                                                    Job Exists to Perform Function
                      Job Description

         Equipment:
              Standard office equipment, routine desk supplies and specialized inventory equipment

         Methods:
              Print out total parts inventory from specialized inventory software; physically count and record each part against
              computer printout; total parts value; prepare inventory balance sheet; maintain parts inventory; prepare monthly
              reports.




Job Analysis: Inventory and Records Technician - Transportation                                             Printed 6/18/2007      Page   2
    • Operates shop office communications system for the purpose of providing accurate and timely communications.


       Function Designation:     ESSENTIAL
        The following factors were determined to provide supporting evidence and/or reasons for the function designation:
                Evidence:                                                      Reasons:
                      Serious Consequences                                          Limited Number of Employees
                      Amount of Time                                                Job Exists to Perform Function
                      Current Employees

         Equipment:
              Standard office equipment and routine desk supplies

         Methods:
              Answer phones; take and distribute messages; screen and route calls; research and provide information.



    • Prepares documents (e.g. letters, memos, shop staff leave records) for the purpose of providing information to staff,
      vendors and outside auditors and/or for complying with fiscal audit requirements.


       Function Designation:     ESSENTIAL
        The following factors were determined to provide supporting evidence and/or reasons for the function designation:
                Evidence:                                                      Reasons:
                      Serious Consequences                                          Limited Number of Employees
                      Amount of Time                                                Job Exists to Perform Function
                      Current Employees
                      Job Description
         Equipment:
              standard office equipment and routine desk supplies

         Methods:
              Gather, organize and analyse data and prepare correspondence to vendors, staff and outside auditors regarding
              vehicle needs and preventative maintenance.




Job Analysis: Inventory and Records Technician - Transportation                                         Printed 6/18/2007   Page   3
    • Prepares financial reports (e.g. gas and oil reports, shop employee leave sheets/time records; Transportation
      departmental billings, journel vouchers, cost per mile reports) for the purpose of tracking costs and reporting
      accurate data and disbursement to District departments.


       Function Designation:     ESSENTIAL
        The following factors were determined to provide supporting evidence and/or reasons for the function designation:
                Evidence:                                                      Reasons:
                      Serious Consequences                                             Limited Number of Employees
                      Amount of Time                                                   Job Exists to Perform Function
                      Current Employees
                      Job Description


         Equipment:
              Standard office equipment, routine desk supplies, specialized software, repair orders

         Methods:
              Research and compile data, verify totals, input information to computer, prepare data in prescribed forms, record
              repair orders for district fleet, compile Gas and Oil Report, Transportation Billings, Journal Vouchers, Cost per Mile
              Reports; maintain shop cost analyses for all district vehicles; maintain shop employees time records/leave sheets for
              accuracy and present to director for approval; forward time records/leave sheets to payroll in accordance with
              established timelines and procedures; troubleshoot and resolve payroll discrepancies involving shop staff.




    • Processes financial documents and transactions for the purpose of ensuring an adequate equipment and supply
      inventory is available for repair and maintenance of District vehicles and buses and that payment is made
      appropriately.


       Function Designation:     ESSENTIAL
        The following factors were determined to provide supporting evidence and/or reasons for the function designation:
                Evidence:                                                      Reasons:
                      Serious Consequences                                             Limited Number of Employees
                      Current Employees                                                Job Exists to Perform Function
                      Amount of Time
                      Job Description
         Equipment:
              Standard office equipment, routine desk supplies and district forms

         Methods:
              Process purchase orders for shop inventory and equipment, including entering accurate information in database
              (WSIPC) system; check accuracy of purchase orders and warehouse requisitions (cost, items ordered, budget
              codes); compile documentation; review sales tax/freight charges for accuracy; review invoice, compare to purchase
              order information; research discrepancies; track and process invoices for payment and reconcile accounts payable;
              authorize payment as appropriate; stock inventory; track and disperse inventory to mechanics; research and secure
              parts on short notice demand; read and understand parts manuals and diagrams.




Job Analysis: Inventory and Records Technician - Transportation                                            Printed 6/18/2007   Page    4
    • Attends meetings and training for the purpose of gathering and sharing information.


       Function Designation:     MARGINAL
        The following factors were determined to provide supporting evidence and/or reasons for the function designation:
                Evidence:                                                      Reasons:
                      Current Employees
         Equipment:
              Standard office equipment and routine desk supplies




Job Analysis: Inventory and Records Technician - Transportation                                         Printed 6/18/2007   Page   5
                                                           JOB REQUIREMENTS
            The following job requirements were identified for the this job classification. The selected levels were determined
             to be a prerequisite to satisfactory performance of the job’s functions using the usual and customary methods.

    COMPLEXITY
         These factors evaluate the overall “Complexity” of the job. The factors evaluate the number of tasks required to complete
         the job’s functions and the extent to which the tasks are standardized. Each factor evaluates the relationship with people,
         data and equipment required to perform the functions of the job.


           Coordination
              People:        There are a moderate number of factors that need to be considered when scheduling other persons and/or
                             their activities.




              Data:          There are a moderate number of factors that need to be considered in processing (gathering, collating
                             and/or classifying) data.




              Equipment: There are limited factors to be considered in operating machines, equipment, tools and/or work aids.




           Flexibility
              People:        The variety of types of interactions with people is moderate.




              Data:          There is a moderate variety in types of procedures utilized to process (gather, collate, and/or classify) data.




              Equipment: The variety of types of methods in using machines, equipment, tools and/or work aids is limited.




           Diversity
              People:        There is moderate diversity in the types of persons and/or their agendas with which one works.




Job Analysis: Inventory and Records Technician - Transportation                                               Printed 6/18/2007    Page   6
              Data:          There is moderate diversity in the types and/or sources of data used in performing the job's functions.




              Equipment: There is limited to moderate diversity of types of machines, equipment, tools and/or work aids used on the
                         job.




           Decision Making
             People:     There is a limited amount of independent decision making required in working with people.




              Data:          There is a moderate amount of independent decision making required when analyzing data in performance
                             of the job's functions.




              Equipment: There is a limited amount of independent decision making required when using (evaluating requirements,
                         setting-up and planning the order of successive operations) machines, equipment, tools and/or work aids to
                         perform job functions.




 RESPONSIBILITY
 These factors evaluate the overall “Responsibility” associated with the job. The factors determine the degree to which the
 job functions require responsibility for people, projects and financial resources of the organization, as well as impact of the
 job’s functions on the organization’s ability to provide services. Where identified, the function most typically associated with
 the selected level of responsibility is displayed.


   Consequences           There is an infrequent opportunity for errors that may impact the organization; however, the consequences
        of Errors         of such errors could have a moderate impact on the organization’s services.


Job Analysis: Inventory and Records Technician - Transportation                                              Printed 6/18/2007   Page   7
        Resources         Resources (people, equipment, facilities and/or funding) utilized to perform the job’s functions are
         Required         infrequently required and limited in scope.




       Financial          Job functions require directing the use of funds within a work unit.
   Responsibility




         Oversight        Responsibilities include leading, guiding and/or coordinating other persons.
         of Others




      Supervision         Job functions are performed under detailed instructions and/or routines with close personal and/or
      of Workload         procedural supervision focusing on results.




Job Analysis: Inventory and Records Technician - Transportation                                              Printed 6/18/2007   Page   8
    WORKING CONDITIONS
    These factors evaluate the conditions “Working Conditions” under which the job’s functions are performed. They include
    both the conditions which make a job disagreeable and unpleasant as well as the amount of physical effort involved in
    performing the functions. These conditions generally impact the potential risk of injury to self or others.

                     S= seldom < 5% or not present                O= occasional <33%        F= frequent <66%         C= constant >66%

              Frequent               Strength / Endurance (lifting, carrying, pushing, pulling, running and/or throwing

              Frequent               Coordination (climbing and balancing)

              Frequent               Body Movement (stooping, bending, kneeling, crouching, crawling, twisting and/or turning)

              Constant               Upper Extremity (reaching, handling, fine finger dexterity)
              Frequent               Temperature & Moisture Extremes (extreme changes to: cold, heat, wet and/or humid conditions)
              Frequent               Exposure to Hazards (mechanical, explosives, chemicals, blood, and disease)
              Constant               Exposure to Atmospheric Conditions (fumes, odors, gases, dust and/or poor venting)
              Frequent               Exposure to injury (under usual and customary conditions)

                        Likely impact of injury         1-5 days

                        Percent of time required for - standing:             30       walking: 30              sitting: 40


         KNOWLEDGE
         The following factors evaluate the “Knowledge” requirements as a prerequisite to meet minimum performance standards of
         the job functions. Selected levels assumes the ability to perform at subordinate levels.

                       Math       Ability to perform basic math including fractions, percents and ratios.
                 Language         Ability to read procedures, write complex sentences and speak distinctly.

                Reasoning         Ability to apply common sense understanding of complex multiple-step instructions in written, oral. and
                                  diagrammatic form.


                 Education        High School diploma or equivalent.


                   Specific knowledge required to satisfactorily perform the functions of the job includes: Strong organizational and
                   communication skills; ability to work with constant interruptions.

                   Specific abilities required to satisfactorily perform the functions of the job include: none specified.


    SKILLS

    These factors evaluate the prerequisite levels of “Skills” required to meet the minimum performance requirements of the
    job. Usually acquired through a combination of education and experience, the following factors in combination, reflect the
    expertise to perform the job functions.

            Expertise         Expertise to perform single technical tasks.

          Experience          Job related experience is required.
            Need to           L3-Occasional
      Upgrade Skills


              Specific skills required to satisfactorily perform the functions of the job include: word processing/data entry at
              intermediate level required; spreadsheet skill at intermediate level required; database entry/processing at intermediate
              level preferred.



Job Analysis: Inventory and Records Technician - Transportation                                                 Printed 6/18/2007   Page   9
    Required Testing                                              Certificates & Licenses
       District General Knowledge Test                             First Aid and CPR Certification may be required
       District Ten-Key Calculator Test                            Valid Washington State Driver's License required (must be
       District Keyboarding Test at 40 wpm                         able to fulfill all traveling requirements of this position,
                                                                   including possessing and maintaining a valid license when
                                                                   driving a District vehicle, possessing and maintaining a valid
                                                                   license and automobile insurance when using a personal
                                                                   vehicle for District business).



    Continuing Educ. / Training                                   Clearances
       None Specified                                              Washington State Patrol and FBI Fingerprint Background
                                                                   Clearance
                                                                   Clear driving abstract upon application of employment.




Job Analysis: Inventory and Records Technician - Transportation                                    Printed 6/18/2007    Page 10

				
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