Fleet Parts Assistant

City of Bryan; Bryan (TX); On-site; USD 32,000 - 48,000; Full time

Job summary

City of Bryan seeks a Warehouse Clerk for the Fleet Services Department to manage parts inventory, order supplies, and process invoices. Responsibilities include receiving, stocking, issuing parts, maintaining inventory records, and supporting fleet staff with requests.

The role requires attention to detail, ability to operate a forklift, and basic knowledge of fleet software. A High School Diploma or GED and 2+ years in clerical/procurement work are preferred.

Qualifications

• Two years of experience in clerical, procurement, inventory, warehouse, or similar responsibilities.
• Equivalent combinations of education, experience, certification, and training may be considered.

Responsibilities

• Supports fleet personnel through fulfillment of requests for parts, supplies, and materials.
• Monitors stock levels to ensure adequate supply of parts, supplies, and materials.
• Generates, prioritizes, updates, and closes electronic work orders; monitors work order status.
• Updates parts and equipment inventory database.
• Sources, orders, receives, and delivers non-stock items from vendors.
• Operates a forklift or hand dolly to load/unload freight as needed.
• Inspects orders upon receipt for accuracy and condition.
• Documents and posts inventory and purchase transactions in the fleet management software system.

Skills

Stock & inventory control

Forklift operation

Record keeping

Communication skills

Education

High School Diploma or GED

Job description

Job Summary

Orders, receives, stores, inventories, issues, posts, bills, and processes invoices for automotive parts, supplies, and materials in support of the Fleet Services Department for the City of Bryan.

Essential Job Functions

• Supports fleet personnel through the fulfillment of requests for parts, supplies, and materials.
• Monitors stock levels to ensure an adequate supply of parts, supplies, and materials are on hand at all times to support city operational requirements.
• Generates, prioritizes, updates, and closes electronic work orders; monitors work order status.
• Updates parts and equipment inventory database.
• Sources, orders, receives, and delivers non-stock items from vendors.
• Expedites orders as necessary based on inventory status and the need for parts, equipment, or supplies for immediate repairs.
• Performs pick-up of parts, supplies, and materials as needed.
• Operates a forklift or hand dolly to load/unload freight as needed.
• Inspects orders upon receipt to verify accuracy and to ensure there are no damaged/defective items.
• Documents and posts inventory and purchase transactions in the fleet management software system.
• Maintains city vehicle and equipment insurance claims, licensing, and titles.
• Maintains fleet data management systems; responsible for filing fleet invoices through the system.
• Assists in the collection of data and preparation of routine and specialized reports and documents.
• Performs as a backup for the Fleet Administrative Assistant performing responsibilities such as answering phones, creating/editing documents, processing accounts payable/receivable invoices, ordering office supplies, scanning documents, processing mail, etc.
• Performs other related duties as assigned.
• Responds regularly and promptly to work.

Minimum Qualifications

• High School Diploma or GED , plus some additional coursework or training beyond high school preferred.
• At least two (2) years of experience performing clerical, procurement, inventory, warehouse, or other similar job related responsibilities.

Equivalent combinations of education, experience, certification, and training may be considered.

Knowledge, Skills & Abilities

Knowledge of:

• Principles and practices of stock and inventory control; receiving, storing, and issuing parts and materials.
• Principles and procedures of record keeping.
• Parts, tools and supplies associated with automotive/equipment repair and maintenance is preferred, but not required.

Ability to:

• Learn department functions thoroughly to provide general information and explain detailed department processes and procedures.
• Use initiative and independent judgment within established procedural guidelines.
• Become familiar with automotive and heavy equipment components as well as necessary materials, tools and supplies associated with automotive/equipment repair and maintenance.
• Learn fleet management software programs to allow effective management and tracking of stock and the needs of vehicle job orders.
• Learn and adhere to procurement policies and procedures.
• Respond quickly and accurately to order requests.
• Organize work for appropriate and timely completion.
• Operate a forklift and truck used to load and unload freight.
• Prepare clear and concise documents and reports.
• Establish and maintain basic and complex records, documents and files.
• Tactfully respond to requests and inquiries from employees and the general public.
• Demonstrate the personal initiative to learn individual job tasks and continue to broaden knowledge levels by willingly accepting and attending training that will help advance skill level.
• Comply with City and departmental administrative policies, procedures, rules, and regulations.
• Demonstrate satisfactory work performance and regular, reliable, and punctual attendance.
• Provide management with sound, positive advice, and information concerning the area of responsibility.
• Establish and maintain cooperative working relationships with those contacted in the course of work and communicate effectively with the public and other required entities.

Skills:

• Strong verbal and written communications skills.
• Strong public contact and customer service skills.
• Strong planning, organizational, problem-solving, and time-management skills.

Licenses, Certifications & Special Requirements

Texas Class C driver’s license with a good driving record as measured by the City’s evaluation system.

Physical Demands

Physical demands include but are not limited to: sitting, talking, hearing, seeing, standing, walking, driving, bending, reaching, twisting, pushing, pulling, using hands and fingers to operate office equipment and machines, and occasionally lifting and/or moving objects up to and including 50 pounds.

Working Conditions

Duties are performed in an office setting and a warehouse/shop environment. At times there may be exposure to moving mechanical parts, noise, vibration, electrical/mechanical hazards, inclement weather, temperature extremes, slippery or uneven surfaces, dust, grease, smoke, fumes, noxious odors, gases, and hazardous materials.

Equipment

Work shall be performed with tools, appliances and equipment approved by those agencies and bodies that have control, authority, or approval of the design working ranges or limitations of those items; the employee has the responsibility to conform to those ranges and limitations. Equipment may include but is not limited to multi-line telephone, computer, printer, fax, copier, scanner, calculator, vehicle, forklift, pallet jack, and hand dolly.