Essential Functions | % of Time | - Order Parts: Act as purchasing agent for the Public Transportation Department by procuring necessary parts, equipment, fuel, and fluids for Fleet Maintenance. Research vendors and order parts including engines, transmissions, wheelchair lift components, vehicle specific systems, and electrical components. Adhere to purchasing requirements by receiving a minimum of three quotes for purchases by selecting the lowest or best-cost vendor. Evaluate supplier quotes, references, and services to determine most desirable suppliers. Document all purchases and maintain required records for annual audits. Determine whether all purchases are fair and reasonable prior to purchase award. Deliver invoices for payment, monitor invoice for payment to ensure all accounts remain in good standing, and track the delivery of orders to ensure receipt of parts. Create PO for ordered part. Track PO for accurate delivery, code bills/invoices when parts arrive, and deliver part to Fleet Manager when part arrives. Secure parts that are needed immediately to lessen vehicle downtime. Work with vendors to have parts and supplies delivered in a timely manner. Comply with City purchasing regulations. Receive deliveries; verify invoices for price, quantity, and condition of ordered items; monitor backordered supplies, damaged parts, and parts on warranty for like-item replacement. Record deliveries into the fleet maintenance software system.
| 40% | - Maintain Parts Inventory: Receive all part deliveries and other orders. Barcode all required items and place in appropriate storage location with assistance from Shop Foreman. Ensure all parts have been properly charged out to maintenance work orders. Inventory parts on a regular basis to ensure electronic records are accurate. Manage inventory parts exchange which includes returns for defective parts, warranty parts, and core returns. Run reports to determine parts deficiencies and order as necessary. Provide necessary inventory reports to the City’s Office of Management and Budget. Ensure Federal Transit Administration (FTA) inventory requirements are met.
| 30% | - Maintain Fuel Inventory: Enter daily fuel data into fleet maintenance software system. Correct data entered incorrectly by employees at fuel pumps, create end of month reports for parts supervisor, track fuel use for errors for high/low usage, order and track fuel, validate Department of Health and Environmental Control (DHEC) operator log monthly. Process and ship oil samples for analysis; prepare information sheet to accompany each sample. Analyze the fuel dispensing reports for improper entry/dispensing or theft of fuel.
| 15% | - Provide Clerical Support: Create work orders for technicians as needed, order parts, communicate with employees on work to be done on work order, answer phones, communicate with drivers on work being completed, copy/fax for technicians when needed. Complete warranty work orders into feet maintenance software system and maintain tracking throughout warranty returns. Act as back-up to the Shop Foreman by opening repair work orders; perform computer data entry of installed parts, labor hours spent, mileage, and other information to close out work orders in the computer control system. Post vehicle maintenance inspection schedule; prepare and post inspection data. Prepare and maintain statistical report for daily and monthly usage of fuel, mileage, oil, tire location, inventory, parts inventory balances, etc. Transport mechanics for pick-up or delivery of damaged or repaired vehicles.
| 15% |
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