Senior Distribution Assistant   Email     Print   PDF

Reporting to the appropriate Distribution Supervisor provides assistance and support to a broad range of Institution operations and services. Duties may be concentrated in a particular area and/or across multiple service functions, in response to staffing and workload needs. General areas of operation include Building Services, Food Services, Receiving & Mail Services, and Shipping & Warehouse Services.

Building Services: Provides service support for Institution buildings and functions, with an emphasis on conference and food service logistics. Attends to food service requests through the Institution's Conference Office and Services Department and acts as an information source on the status of planning and logistics for all Institution conferences and functions. Assists in room set-up, clean up and food/beverage deliveries for Institution meetings, conferences and functions. Assists work crew assigned to service assignment and substitutes for Lead on an as needed basis. Meets with Institution staff to assist them in conference/function planning and logistics. Maintains a close working relationship with the Institution's Conference Coordinator to ensure accurate information flow and communications. Transports, delivers, moves and/or assembles furniture, laboratory supplies, telephone books, computer reports and equipment, etc., to and between Institution buildings and, as necessary, to warehouse facilities for storage and/or disposal. Loads and unloads trucks, operates forklifts and other material handling equipment; drives Institution vehicles to deliver/pick up materials on campus as well as long distance. Installs/maintains Institution signs; maintains cleanliness of work area and removes refuse in areas bordering entrances and walkways, including snow shoveling. Monitors Institution parking lots and docks to ensure secure and validated parking operations; may transport visitors and personnel to special events.

Food Services: Prepares serves and sells morning coffee-break snacks and light lunches for Institution personnel; may shop for supplies; receives deliveries and stores supplies in proper location; washes dishes and utensils; keeps food service facility in order; works with food service equipment. Substitutes for Lead on an as needed basis.

Receiving & Mail Services: Supports the processing of all domestic and foreign incoming and outbound materials, including appropriate receipt documentation. With emphasis on proper identification and documentation of restricted articles and the transportation of hazardous materials, assists with regular work and staff assignments in accordance with Institution policies and procedures, as well as shipping regulations. Substitutes for Lead on an as needed basis. Verifies that incoming shipments are intended for the Institution; inspects containers for damage and takes appropriate action; reconciles items with purchase order, and initiates receipt documentation through data entry process. Maintains up-dated receiving records of incoming cruise activity throughout the Institution. Works closely with outside vendors to secure space available for incoming shipments and to determine which carriers are best suited to shipping needs. Maintains close working relationship with Institution departments to ensure that receiving needs are being met in a timely and accurate fashion and that appropriate project accounts are being utilized. Coordinates with Procurement Department and/or originator to resolve receiving-related questions as required; routes capital items through Property Office for inventory tagging.

Supports the processing of all postal activities within the Institution. Handles regular work and staff assignments in accordance with Institution policies and procedures as well as postal regulations. Substitutes for Lead on an as needed basis. Receives and sorts incoming mail for distribution; collects and delivers mail; stamps outgoing mail and prepares for mailing. May prepare and log all registered and classified mail for shipment and/or internal Institution processing, in accordance with federal regulations. Determines packaging requirements for overseas mail to qualify for best rates. Assists in maintaining locator files for current and former employees. Maintains U.S. postal records and logs.

Shipping & Warehouse Services: Performs daily warehouse operations. Assists regular work assignments in accordance with regulations and operations policies and substitutes for Lead on an as needed basis. Assists with flow of materials in and out of Quissett Warehouse and other storage areas and maintains inventory and location database of all stored items, including containers and portable vans. Attends to requests for deliveries, pick-up's and other warehouse labor services; works with Shipping Office to pick up items for outbound shipments; works with the Property Office in locating department properties. Enters computer records of requests. Generates records of unused items in storage for disposal or re-utilization. Operates equipment appropriate to function, needs and licensing (cranes, forklifts, hoists, flatbed trucks, etc.).

High school graduate or equivalent; valid driver's license; up to three years of experience and training in all areas of WHOI Distribution Department, or equivalent related experience. Familiarity with Institution operations highly preferred. Previous supervisory experience desired; computer familiarity required.

Depending on area of assignment - may be required to be able to obtain security clearance to handle classified materials; to be able to lift and move heavy items (up to 70 lbs); to operate light trucks, forklifts, furniture moving equipment, snow removal equipment, assorted hand and small power tools, and/or kitchen equipment, etc.

May be required to drive large or heavy vehicles for the Institution requiring a Massachusetts Commercial Drivers License (CDL) (Class D) with appropriate endorsements such as the Hazardous Materials endorsement and Air Brake endorsement. Valid Class B Hoist Engineer License may be required. As such, must have certification or be able to pass a physical examination and pre-employment drug test in accordance with CFR 49 (Federal Motor Carrier Safety Regulations). Continued employment in the position requires successful completion of random drug tests and, every two years, a physical examination as required by CFR 49.