Fleet Purchasing Coordinator

Job Description

This position is responsible for coordinating purchasing functions in support of fleet services operations to support all city departments.

Examples of Duties

• Oversees and monitors in-stock inventory for Fleet Services Team; procures parts, supplies, tools, fuel, and raw materials for Fleet Services and other city departments.
• Oversees the fuel supply and management systems for distribution.
• Maintains fleet equipment data related to repairs, expenses, and inventory management.
• Maintains database of equipment maintenance schedules.
• Reconciles direct and indirect billing, both internal and external.
• Coordinates with Shop Supervisor to schedule and maintain equipment maintenance schedules.
• Prepares work orders for preventive maintenance.
• Procures bids for gasoline and diesel fuel for Public Works and Landfill locations.
• Oversees the fuel management system for distribution to all city departments.
• Prepares reports for all city departments for the service and maintenance of equipment and fuel usage for each department.
• Performs month-end Fleet Services billing for each department; prepares monthly production reports for division review.
• Supervises Parts Specialist and Part Runner to ensure service personnel receive correct parts and supplies.
• Maintains quarterly fuel tax records and submits to state Tax Department.
• Performs related duties.

Minimum Qualifications

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with four years’ experience or specialized training in the procurement of parts and supplies, along with experience in operating a computerized parts inventory system.

Supplemental Information

• Knowledge of modern office practices and procedures.
• Knowledge of city procurement policies and procedures.
• Knowledge of city accounts payable functions.
• Knowledge of equipment and vehicle maintenance schedules.
• Knowledge of fuel management principles.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of records management principles.
• Skill in the management of data and the preparation of reports.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.