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Job Description

Detailed information on the job is provided below.

The job description does not necessarily include all the duties which may be required of individual employees in the classification. Job descriptions may be revised as needed.

Fleet Maintenance Parts Supervisor
CI5195
09/02/2008
Exempt
A06
The fundamental reason this classification exists is to plan, organize and coordinate the operation within an auto parts storeroom. Employees in this class supervise a staff engaged in receiving, storing and issuing stock and maintaining records. Work involves responsibility for procurement, requisition, receipt, storage, issuance and record keeping operations involving a variety of automotive, truck and heavy equipment parts and supplies. Essential functions include: oversees the daily operation of an auto parts storeroom to include ordering, storing, distributing, maintaining records, and processing documents; maintains a computerized inventory of all product orders received, stored and issued by the automotive parts room; and supervises, directs, and evaluates assigned staff. The work is performed under the general supervision of the Garage Superintendent.
ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of "non-essential functions" is not optional for employees not covered under the ADA.

ESSENTIAL FUNCTION: Oversees the daily operation of an auto parts storeroom to include ordering, storing, distributing, maintaining records, and processing documents using a telephone, computer, requisitions, invoices and automotive/vehicle parts manuals, following departmental procedures and inventory control methods in order to ensure conformance to standards.

Confers with department representatives to determine purchasing needs.
Provides assistance to mechanics, parts vendors, and others, by researching parts, asking and answering questions and giving recommendations.
Interacts with mechanics in coordinating parts and supplies.
Researches catalogs, parts manuals, Internet, and contacts vendors to determine the cost and availability of parts.
Maintains large number of parts catalogs and cross-reference catalogs to ascertain those parts which are interchangeable from one manufacture to another.
Generates requisitions to purchase parts and charges to work orders.
Obtains price quotes and orders parts directly from dealers, manufacturers and local auto parts stores.
Assists in writing and/or compiling specifications for the purchase of items through the formal bid process.
Supervises and assists in the unloading of received items.
Operates a forklift to move/stack material.
Inspects received merchandise for visible damage, correctness, and immediately reports any noticed defects for credit and/or replacement.
Contacts vendors to resolve problems with invoices.
Maintains contacts and negotiates with vendors.
Maintains files of job orders, invoices and requisitions.
Ensures needed parts are picked up from vendors.
Determines minimum and maximum inventory levels for stock items.
Organizes stock to facilitate identification and location of items.
Evaluates the efficiency and effectiveness of current policies and procedures and recommends improvements and modifications as needed.
Ensures proper housekeeping practices.

ESSENTIAL FUNCTION: Maintains a computerized inventory of all product orders received, stored and issued by the automotive parts room using a computer and daily status report, following inventory control methods and departmental guidelines in order to ensure adequate quantities of parts and supplies and to initiate orders for new or replacement parts and supplies.

Reconciles storeroom inventory against a computer-generated report.
Conducts physical inventories of materials in stock; identifies surplus or obsolete parts.
Locates and purchases parts at retail stores or through the use of the Internet.
Operates a computer for entering information such as inventory data and the sale of parts.
Maintains daily vehicle/equipment status report for out of commission vehicles/equipment.
Ensures Management is kept abreast of any problems acquiring parts or problems with vendors.

ESSENTIAL FUNCTION: Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, and disciplining, using computer, following and enforcing personnel rules and regulations, departmental guidelines, rules and regulations, and federal and state laws in order to ensure the goals and objectives are carried out according to organization standards and procedures.

Adjusts work schedules to meet production needs and/or cover absences.
Monitors performance and provides feedback to employees and staff on an ongoing basis.
Counsels employees and documents actions as appropriate.
Monitors and approves staff leave usage while ensuring adequate coverage is maintained.
Recommends and/or initiates disciplinary actions according to applicable departmental policies and personnel policies and procedures.
Assigns work duties to subordinates.
Participates in the hiring of new employees and provides training.
Monitors work environment and ensures that employees follow proper safety procedures in order to minimize accidents and injuries.
Knowledge of storeroom methods, safety precautions and procedures used in the receipt, storage, handling, control and issuance of automotive parts and equipment.

Knowledge of the sources of supplies, parts, and equipment in automotive and other equipment repair used by the City of Montgomery.

Knowledge of the stock needs for specific makes of equipment and proper purchasing and requisitioning procedures.

Knowledge of equipment used in the maintenance and repair of a variety of automotive equipment.

Knowledge of the geography of the City of Montgomery to include streets, roads and main highways as needed to pick up and deliver parts, equipment and supplies.

Knowledge of the City of Montgomery personnel rules, regulations and procedures to include procedures for discipline, requesting and reporting annual, sick and compensatory leave as needed to supervise and advise subordinates on current Departmental rules and policies.

Skill in reading at a level to comprehend text to include references sources, requisitions, invoices, status reports, catalogs, manuals, blueprints, charts, and specifications as needed to interpret text, and provide information and explanation to subordinates, vendors and others in daily contact.

Ability to supervise storeroom personnel to include monitoring and reviewing work, setting priorities of work, enforcing and explaining policies and procedures as needed to ensure work is being performed correctly and in a timely manner.

Ability to make arithmetical computations to include addition, subtraction, multiplication, and division as needed to verify totals on invoices and requisitions.

Ability to establish and maintain effective relationship with co-workers, vendors and the public to include assisting others with their work, using courtesy and tact when communicating with others as needed to maintain an effective and efficient, pleasant and productive work environment.

Ability to communicate orally to include being clear and concise, using appropriate tone of voice and using vocabulary appropriate to the listener as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Ability to communicate in writing to include using Standard English grammar, punctuation and spelling, and the clear organization of thoughts and sentence structure, as needed to write memos, complete requisitions, prepare bid specifications and document employee performance.

Ability to identify and order appropriate automobile parts; conduct research of parts, supplies and vendors.

Ability to deal diplomatically with vendors, city purchasing staff, mechanics and other department supervisors and employees.

Ability to plan and manage a centralized storeroom and to keep pertinent inventory records and reports.

Ability to operate a forklift to include driving, maneuvering and the use of controls and levers as needed to load/unload materials or move/stack material for storage.

Ability to operate basic office equipment such as a copier, fax, and calculator as needed to perform basic office duties.

Ability to enter data into a computer terminal and operate various office equipment such as printer and telephone as needed to issue parts, print reports and contact vendors.

Ability to accurately recognize and recall a series of numbers such as account numbers, part numbers, stock numbers, and telephone numbers as needed to properly issue, receive and order auto parts.

Ability to use the Internet to locate and acquire parts.
High School diploma or GED equivalent, and three years of responsible experience in ordering, receiving, storing and issuing automotive/vehicle parts and supplies using computerized inventory systems including one year of supervisory experience; or an equivalent combination of education and experience.
Employment is conditioned upon applicants acquiring and maintaining an Alabama Driver's License and providing Motor Vehicle Records (MVR) from the Department of Public Safety as proof of an insurable driving record. Must be willing to respond to Fleet Management after normal working hours, work day or night shift, and be on-call 24 hours during emergency situations or when deemed necessary by the Director or designated representative.

PHYSICAL ABILITIES: Tasks require the regular and, at times, sustained performance of moderately physically demanding work, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and that may involve the lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (20 - 50 pounds).
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