Job Listings

Surplus Lead - Procurement, Contracting & Payment Services

West Virginia University
Job Location:
Sponsored Programs, Grants, and Contracts

West Virginia University's Procurement Contracting and Payment Services Department is currently accepting applications for a Surplus Lead.

About the Opportunity:

The Surplus Lead will be responsible to carry out all related activities related to facility management warehouse functions.  These include but are not limited to:  Procuring and purchasing products for 600+ diverse university customers, maintaining correct physical inventory, full utilization of inventory management systems to maintain an accurate inventory level, fulfilling product orders that correspond with generated work orders.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

  • 37.5-hour work week - check with HM before you use this as some will not be 37.5 hours and they do not want this included
  • 13 paid holidays (staff holiday calendar)
  • 15 annual leave (vacation) days per year
  • 18 sick days per year  (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
  •  WVU offers a range of health insurance and other benefits (this position is a benefits-eligible non-classified staff position)
  • 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
  • Wellness programs

What you'll do:

Surplus Program:

  • Receives, inventories, distributes WVU Surplus assets
  • Takes ownership of acquiring and managing the asset and the best method of disposal
  • Communicate with other campuses, units, and departments to identify opportunity for asset usage
  • Utilize Gov-Deals online sales to establish minimum bids on acquired assets
  • Communicate with customers to properly dispose of and (or) distribute assets
  • Maintain auditable records of surplus items, disposal, and receipts as defined by WVU, and conveyed by warehouse manager
  • Communicate with non-profits in the event of donation of assets

General Warehouse Operations:

  • Maintain appropriate inventory levels in WVU warehouse facilities
  • Place replenishment buys through preferred suppliers
  • Create special orders outside of preferred suppliers. Determine appropriate vendor for the purchase with price, availability, shipping, and handling cost
  • Assist in establishing reorder point for appropriate stock level based upon movement and storage capacity
  • Transports materials from local vendors as needed.
  • Audit invoices for correct pricing, materials, back orders, part code changes or services, and any additional shipping and handling charges that must be linked to the work order and products for the proper accounts to be charged.
  • Consult WVU procurement team to help develop new supply sources when appropriate.
  • Coordinate with receiving to effectively communicate product arrival and accurate and timely entry into inventory management system.
  • Communicate with vendors about product status
  • Fully utilize inventory management systems. This includes but is not limited to: Complete online receiving of all goods/services issued via purchase order; Run and review various warehousing reports available to determine items needed for replenishment and items on order; reports pertaining to daily workflow process (Defined as: a set of reports to ensure accurate inventory levels to be checked daily)
  • Fulfill inventory requests from Facilities Management and ensure requests are completed accurately within the system.
  • Assist in the resolution of purchasing and quality issues with vendors and maintaining necessary records.
  • Follow internal procedures to ensure that state purchasing procedures are met. ? For purchasing purposes, the incumbent in this position will be issued a university issued P-Card and is expected to follow procedure accordingly, including but not limited to reconciling P-Card receipts in a timely manner as defined by warehouse manager.
  • Maintain cleanliness, order, safety, and appearance of warehouse location in collaboration with other WVU functional groups (facilities, construction, janitorial, roads and grounds, etc.)

Receiving and Cross Training:

  • Perform shipping and receiving duties by processing materials in inventory management system.  At times serving as a central institutional receiving representative and with a high degree of customer service fill the requirements and duties
  • Unload various types of materials from various vendors (UPS FedEx, LTL, FTL trucking companies, etc.)
  • Safely operate a forklift to unload and load heavy material for various departments of West Virginia University
  • Check delivered materials and match items with purchase order and packing slip.  Sign and date packing slips
  • Crate materials for return shipment to vendors for damaged or incorrect items.  Schedule pick-up for returned goods including hazardous waste material
  • Provide status updates on in transit product
  • Identify and mark materials with correct identifying stock numbers
  • Contact supervisors managers, maintenance and operations personnel, project managers, grounds and labor when material has been received.  Maintaining a call list and log for designated party upon dispersing materials.
  • Maintain receipts of One Time Purchases for various maintenance and operations units
  • Contact and refax purchase orders to various companies if needed
  • Cross train on other areas related to the operations of the warehouse as needed
  • Associate degree or equivalent combination of education and/or experience
  • A minimum of two (2) years General Warehousing or related experience
  • A minimum of one (1) year Inventory Management Systems preferred
  • A minimum of one (1) years Shipping and Receiving preferred
  • Relevant comparable experience taken into consideration in place of preferred experience
  • General understanding of complex bookkeeping and recording needs
  •  General knowledge of building trades
  •  Ability to follow oral and written instructions
  •  Knowledge of inventory management systems
  •  Knowledge of Oracle Primavera Unifier
  •  Basic math skills
  •  Ability to bend, stoop, lift, and carry items up to 100 pounds
  •  Ability to climb ladders for storage
  •  Ability to operate forklift and similar equipment
  • Ability to organize, recognize and itemize numerical items
  •  Ability to follow OSHA guidelines and associated codes
  •  Knowledge of State Procurement guidelines
  • Customer Service Skills


  • Valid Driver's License
  • P-Card Certification
  • Forklift Certification

About WVU

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests. 
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley - the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position. 

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
Creating an inclusive, engaged, and dynamic learning environment is core to WVU's academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.

To learn more about West Virginia University, visit View current career opportunities at

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.

Job Posting: Nov 27, 2023
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Schedule: Full-time
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