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State of Washington Classified Job Specification


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Class Code: 118H
Category: Administrative Services


Under administrative supervision of a senior official, establishes, maintains, and coordinates programs relative to the management of materials resources such as: property control and inventory, surplus property control, inventory, and disposal, and materials and equipment storage, maintenance and repair.

Distinguishing Characteristics

Positions are responsible for a variety of materials management programs such as property control and inventory, management of state and federal surplus property, storage of state-owned property and equipment management - involving considerable contact with institution or agency personnel, outside agencies, and the general public. Incumbents analyze and evaluate current state, federal, and in-house policies and procedures to establish better utilization of state and federal resources, conduct management control on non-expendable equipment and furnishings and are responsible for all assigned properties including conditions of purchases, sales, records, registers, and electronic data processing.

Typical Work

Directs and assigns accountability requirements for state, county, poly-subs regarding application qualifications, vehicle titles, and eligibility.

Supervises and implements all aspects of state and federal invoicing and agency reimbursement; supervises all financial transactions; accountable for monthly, quarterly and annual reports to state and federal government.

Supervises the screening and transfer of excess federal property at DRMO location in accordance with federal regulations and policies;

In accordance with the National Defense Authorization Act, supervises the transfer of excess Department of Defense property to Washington State Law Enforcement agencies (LEAs) with special emphasis on counter-drug and counter-terrorism activities;

In accordance with the National Defense Authorization Act, works directly with LEAs to purchase new law enforcement equipment suitable for counter-drug activities at sizable discounts through the federal government;

Responsible for ensuring that federal excess property acquired by eligible agencies is in compliance with Federal regulations; accountable for all follow up and for resolving issues of non-compliance;

Accountable for quarterly inventory and reporting to Law Enforcement Support Office (LESO) for all weapons issued to LEAs through the Federal 1033 and Donation Programs in accordance with federal regulations and policies;

Supervises and implements all inventory control for State Surplus property to include vehicles, warehouse, and equipment yard;

Performs on-site visits for orientation of new state and federal surplus customers; provides technical assistance during on-site visits for proper disposal procedures as outlined by the RCWs;

Promotes and markets State and Federal Surplus Property to eligible organizations/agencies throughout the State of Washington in accordance with RCWs and Federal Regulations;

Supervises state agency moves and conduct pre-sales to state agencies; coordinates with moving company; follows up with customer to assure agency satisfaction;

May supervise clerical staff and conduct annual employee evaluations;

Assists contracting personnel in writing of service contracts for disposal, sale, or transfer/pickup of surplus property;

Supervises and implements on-line sales and marketing of vehicles, equipment, and miscellaneous property;

Establishes fair market value pricing of equipment and vehicles;

Facilitates and establishes parameters for state vehicle auctions in accordance with Washington State RCWs;

Maintains an institution-wide inventory control system;

Issues inventory instructions to department chairpersons, and follow-up on results of special inventories; assists department chairpersons in locating missing equipment through research of purchase orders and receivers reports;

Develops and maintains a computerized system of all non-expendable institutional equipment; arranges for and coordinates for E.D.P. processing and print-outs;

Prepares special reports based upon computer analysis of equipment by acquisition date, cost basis, asset tag number, or other basis;

Establishes and maintains a documentation and procedures program;

Coordinates and supervises all academic facility moves;

Responds to requests for inter-departmental transfer of equipment, and modifies card decks and E.D.P. system to reflect such actions;

Assists Security Department in investigations of missing or stolen equipment;

Disposes of surplus equipment in the best interests of the institution and the State;

Spot checks when directed by the administrator, and with or without a State auditor present, to determine the accuracy of departmental inventory returns;

Assists the administrator in special projects;

Performs other duties as required.

Legal Requirement(s)

There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.

Desirable Qualifications

A Bachelor's degree


One year of administrative/managerial support experience in surplus property management, commercial/industrial procurement, or food acquisition and distribution. 

Additional qualifying experience will substitute, year for year, for education.

Class Specification History

New class, consolidates 17780 Surplus Commodities Coordinator, 5704 Materials Resource Manager A; adopted May 10, 2007, effective July 1, 2007.