Job Descriptions

DEFINITION

To assist in the purchasing of a variety of parts for Municipal Services including Automotive and Utilities, maintain parts room, coordinate and control inventory program, pickup and deliver parts upon request and see that all parts are charged to the proper accounts using a computerized maintenance management system.

SUPERVISION RECEIVED AND EXERCISED

The Parts Clerk receives direct supervision from the Fleet Maintenance Supervisor in Municipal Services

ESSENTIAL FUNCTIONS: - Duties may include, but are not limited to the following:

• Assist in the equipment parts purchasing program for the Fleet Maintenance Division, Utilities Maintenance Division, and other Municipal Services divisions on occasion.
• Coordinate material requirements for the City's Municipal Services Department.
• Locate and maintain sources for equipment parts.
• Review and ensure that written specifications for supplies, materials, and equipment conform to good and accepted purchasing practices and to industry standards.
• Prepare informal bids and evaluate bids and parts/equipment purchases. Assist in the preparation and evaluation of formal bids.
• Process purchase requisitions and purchase orders in a timely manner.
• Receive, count, and inspect equipment materials to ensure accurate quantity and quality.
• Store and issue a variety of equipment parts; process requests for parts room items via computer.
• Make periodic inventory counts of parts room items to ensure proper identification and re-supply needs.
• Prepare reorder requests.
• Maintain the equipment parts room in a clean and orderly fashion and in accordance with standard accepted warehouse procedures.
• Maintain records, memos, letters, and related documentation on hazardous materials.
• Perform other related duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge Of:

• Materials, supplies, and equipment used in equipment parts industries.
• Fundamental principles and practices of public purchasing, material management methods and procedures, particularly automotive equipment parts specialties.
• Principles of vehicle parts management.
• Specific terminology of the equipment parts industry.
• History and format of equipment parts numbering.
• Warehousing/store keeping methods and procedures.
• Inventory control methods and procedures.
• Techniques for establishing sources of supply.
• Basic computer skills with an emphasis on Windows-based programs.
• Principles and procedures of record keeping and inventory management.
• Hazardous materials storage and handling.
• Basic mathematical principles.

Ability To:

• Interact with automotive mechanics at a highly technical level.
• Prepare equipment parts purchase specifications.
• Maintain required purchasing records.
• Use automotive parts catalogs to identify correct parts to be ordered.
• Ensure that the City obtains the best valve for parts given the required material specifications, delivery urgency, and availability.
• Operate a personal computer and related word processing and/or spreadsheet software.
• Evaluate needs and estimate future supply requirements for a variety of parts and related items.
• Select and recommend the purchase of routinely used materials and supplies.
• Communicate clearly and concisely, both orally and in writing.
• Type at a speed necessary for successful job performance.
• Perform arithmetic calculations accurately and rapidly.
• Operate a forklift and drive a medium-size truck.
• Establish and maintain cooperative work relationships with those contacted during the course of work.

EDUCATION AND EXPERIENCE

Education:

Equivalent to completion of the twelfth grade.

Experience:

Two years of increasingly responsible experience in automotive parts-related work involving the selection, purchasing, storing, and issuing of a variety of fleet/equipment materials and supplies.

LICENSE OR CERTIFICATE

• Possession of appropriate, valid California driver's license at the time of appointment, to be maintained as a condition of employment.
• Must obtain and maintain an Automotive Service Excellence (A.S.E.) Automotive Parts Specialist, certification within 24 months from date of employment.

PHYSICAL REQUIREMENTS

Maintain the following physical abilities: see well enough to read instructions, read fine print, view computer screen, operate vehicles and equipment; hear well enough to converse on the telephone, on the radio and in person, assist employees and vendors with the distribution of parts and equipment; bodily mobility to walk, bend, crouch, climb ladders and stairs, and stand for long periods of time; use of hands and fingers for use of computer keyboard, copy machine, filing, writing, driving equipment and answering telephones; tolerate extreme fluctuations in temperature while performing essential functions and be able to lift and carry objects weighing up to 100 pounds.