Inventory Parts Clerk

Salary: $41,600.00 – $54,080.00 Annually

Job Type: Full-Time

Department: Maintenance

Opening Date: 01/16/2025

Closing Date: Continuous

Description

Under general direction, performs record keeping and reporting system functions for the Maintenance Department; Provides technical and administrative assistance to the Maintenance Manager and Vehicle Maintenance Supervisors; and performs receiving and inventory control tasks. Prepares reports in order to provide inventory and purchase order information required by District administration, and federal, state and county governments.
CLASS CHARACTERISTICS:
An incumbent in this classification performs responsible technical and administrative work of a moderately technical nature. Work assigned to this position involves the application of specialized knowledge and abilities in the area of Inventory management procedures and knowledge of fleet parts and technical bulletins. An incumbent is responsible for exercising the day-to-day management of inventory as well as administrative functions within the Maintenance Department and, on occasion, additional departmental responsibilities as District needs dictate.

SUPERVISION RECEIVED AND EXERCISED:
This classification reports to the Vehicle Maintenance Supervisors, Maintenance Manager and ultimately the Director of Maintenance. There are no supervisory duties or management of others within this classification.

CORE COMPETENCIES

• Accurate Inventory Data Record-Keeping
• Effective Communication & Collaboration
• Technical knowledge in Functional Area

Examples of Duties

These functions may not be present in all positions in this class. Management reserves the right to add, modify, change or rescind work assignments as needed.

• Perform record keeping and reporting systems duties daily.
• Monitors fleet vehicle fuel and oil consumption utilizing the District’s vehicle maintenance software for gathering and analysis of data.
• Processes and/or reviews work orders generated by mechanics according to departmental policies and procedures.
• Keeps accurate mileage records of fleet vehicles to determine vehicle maintenance and services.
• Receives and stocks parts, assigns parts to a bin location, and stocks parts in proper location. Issues parts to mechanics and assists mechanics locating correct parts in stock and in catalogs.
• Obtains part numbers and requests part purchases for the repair and maintenance of fleet vehicles and equipment.
• Utilizing computer systems, completes all receiving documentation necessary for accounts payable to process payments.
• Using bar coding unit, documents and distributes inventory items needed for bus and building and grounds repairs to Maintenance shop personnel.
• Compile reports and complete forms as required and maintains proper filing of all Maintenance Department information.
• Monitor and process warranty adjustment reports, and ships warranty cores.
• Performs all required shipping and receiving activities including loading and unloading trucks with forklift.
• Maintain accurate tire mileage reports and costs; keeps records of part cores and credits.
• Delivers and picks up parts from vendors and provides other transportation needs for the Maintenance Department.
• Conducts inventory cycle counts and maintains adequate inventory of parts.
• Answers Maintenance Department phone calls.
• Coordinate road call information and necessary related bus assignments.
• Assists with setting up new vehicles, products and service information within the fleet maintenance software system to document vehicle maintenance history.
• Assist the Maintenance Supervisors with the implementation of the Hazardous Materials Program and Agency Safety Program.
• Provide technical and administrative assistance to the Maintenance Supervisors.
• Works with vendors to resolve issues and checks on back orders and status of parts with vendors.
• Enters data into computer and prepares variety of transit maintenance reports;
• Maintains sound client/customer/vendor business relationships.
• Reports to work consistently, as assigned.

Performs other related duties as required.

Typical Qualifications

QUALIFICATION GUIDELINES:
A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows:

EDUCATION, TRAINING AND/OR EXPERIENCE:
High School Diploma or possession of a General Equivalency Diploma (GED). Two (2) years’ experience working with bus, truck or diesel engine parts is desirable. Forklift experience is desirable. Intermediate experience with MS Office Suite Programs (WORD/EXCEL/OUTLOOK).

LICENSE AND/OR CERTIFICATES, REGULATIONS:
Possession of a valid California Class C driver’s license with a driving record acceptable to the District’s insurance carrier, is required. Possess or have the ability to obtain a certificate to operate a forklift.

SPECIAL CONDITIONSA background check via the (DOJ) Department of Justice, DOT (Department of Transportation) drug screen and physical will be conducted for this classification.

REQUISITE KNOWLEDGE AND SKILL LEVELS:

• Knowledge of fleet parts and technical bulletins, modern office practices and procedures.
• Ability to collect data and prepare reports; speak and write effectively; establish and maintain cooperative working relationship with employees; spell correctly.
• Knowledge of heavy-duty fleet operations and repairs desirable.
• Above average proficiency with word processing, spreadsheet and database applications, including standard business software (e.g. MS Office Suite Programs such as Word/Excel/Outlook).
• Knowledge of principles, practices, and procedures of accurate filing and record keeping.
• Knowledge of proper English usage, spelling, grammar, and punctuation.
• Knowledge of general computer usage, mouse operation, keyboard usage, etc.

REQUISITE ABILITIES:

• Must be willing to accept the job-related responsibility and accountability that this position requires.
• Requisite abilities of: reading, mathematical, written language and verbal skills in order to perform the essential functions of the job.
• Ability to be flexible when operational needs change including working overtime, night shifts, weekends and holidays
• Ability to handle multiple priorities, organize work, and meet frequently changing deadlines.
• Ability to learn, interpret, and apply District policies and procedures.
• Ability to prepare and maintain accurate and clear written documents such as reports, records, memoranda, forms, and correspondence.
• Ability to understand and follow oral and written instructions.
• Ability to utilize office tools and mechanisms such as hole punching, stapling, filing, and compiling as work requirements.
• Ability to utilize a calculator to accurately perform math calculations
• Perform work requiring accuracy and attention to detail.
• Ability to establish and maintain cooperative working relationships and provide outstanding customer service with District staff and others contacted in the course and scope of work, including the general public.
• Ability to work early morning, late evening and/or weekend assignments and travel to various off-site locations when necessary.
• Ability to communicate clearly and effectively, both orally and in writing.
• Work independently.

ESSENTIAL PHYSICAL TASKS & ENVIRONMENTAL CONDITIONS:
Work involves moderate to substantial work in an office and maintenance shop setting. There is a frequent need to sit, to stand, to walk and to lift and carry objects up to 50 pounds (F). Tasks involve the ability to exert moderate physical effort in sedentary to light work but also may involve some lifting, carrying, pushing and/or pulling of objects and materials of light to moderate weight (25-50 pounds). There is frequent need to stand, sit, stoop, walk, and perform other similar actions during the course of the workday. Regular use of computer monitor and keyboard required (F). Walk to present facility tours (O).
Sit to operate the computer, and have telephone conversations (F). Stand to discuss work matters with employees, research data in the parts room, inventory cycle counts (F). Walk to move from one office to another. (F) Squat/crouch/stoop to store and retrieve materials. (F) Twist upper body when depositing and retrieving files, and when working at the desk. (F) Use pens and pencils to write – lift, grasp, push. (F) Operate the computer while reading written information (F).
Use a computer/keyboard to produce written materials – push keys. (F) Use a copy machine to copy documents. (O) Use barcode scanner unit in inventory control (F). Bend at the waist while lifting materials.(F) Talk on the telephone while taking notes or while working on the computer.(F) Work indoors to operate computer, use telephone and perform office and inventory control functions.(F) Work outdoors to assist with other job duties as assigned (F) Exposure to dust when working in files, maintenance, or outside. Risk involves dust inhalation resulting in nasal/lung irritation. (District requires use of a facial mask during periods of extreme dust conditions)(F).
Environmental demands such as: Exposure to extreme noise when interfacing with employees in the shop, decibel range of 85 , duration only occasionally. (District requires that employees wear protective ear equipment). (O)Exposure to mechanical hazards when on the shop floor. (District requires that employees conform to all established safety rules and regulations). (O) Exposure to fumes/odors when talking to employees on the shop floor. Risk involves inhalation of exhaust or paint fumes. (District requires that proper ventilation procedures be utilized). (O) Exposure to chemical hazards when on the shop floor. Risk involves inhalation of fumes, eye irritation. (District requires strict adherence to Hazardous Waste/MSDS requirements). (O)
Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.

Supplemental Information

A background check will be conducted for this classification.

All Golden Empire Transit District employees are designated “Disaster Service Workers” through state and local laws (CA Government Code Sec. 3100-3109). In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, GET employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.

As Disaster Service Workers, all Golden Empire Transit District employees are expected to remain at work, or to report for work as soon as practicable following a significant emergency or disaster.