Fleet Parts Clerk*

City-of-Madison,-W; Madison (WI); On-site; USD 40,000 - 65,000; Full time

Job summary

The City of Madison is seeking a Fleet Parts Technician who will handle parts procurement, inventory maintenance, and related administrative tasks for Fleet Services.

Responsibilities include fulfilling parts orders, researching vendors, maintaining the Faster database, processing invoices, and supporting fuel site reporting. A two-year background in parts or inventory and relevant software skills are required.

Qualifications

• Two years of experience in parts, inventory, or storekeeping operations.
• Computer software experience including word processing, spreadsheets, inventory systems, and databases.

Responsibilities

• Fulfill parts orders by researching parts, identifying numbers, and delivering to technicians.
• Research parts vendors to source quality parts cost-effectively.
• Maintain Faster inventory system: billing, stock levels, part numbers.
• Take physical inventories and maintain reports.
• Process invoices for purchase orders and payments.
• Receive, inspect, stock, and distribute parts and supplies.
• Support parts runs and deliveries as needed.
• Provide delivery estimates and maintain customer service focus.
• Work with staff to report totalizer and inventory volumes at fuel sites.
• Prepare monthly pass-through reports for Fleet sites; maintain documentation.
• Identify data anomalies and notify appropriate staff.
• Back up daily fuel level recording and data transfer tasks.

Education

Associate's degree or higher in Logistics, Supply Chain Management, Business Administration, or related field

Tools

Inventory software

Word processing & spreadsheets

Job description

What We're Looking For:

• Technical knowledge of vehicle and equipment parts, inventory systems, and parts procurement.
• Excellent organizational and attention-to-detail skills with the ability to manage purchasing, inventory, and financial records.
• Strong data management and reporting skills using computerized inventory and database systems.
• Effective communication and customer service skills.

Schedule:

Monday through Friday, 7:30 AM to 3:30 PM.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Parts Procurement and Inventory Activities

• Fulfill parts order requests, including researching parts, identifying correct part numbers, issuing parts from stock or ordering from appropriate source, and delivering parts to technicians.
• Research parts vendors to source quality parts efficiently and in the most cost-effective manner.
• Maintain inventory system of parts in the Faster database, including but not limited to billing out parts, updating stocking levels, and correcting parts numbers.
• Take physical inventories of available stock items and maintain documentation and reports.
• Process invoices for payment on purchase orders.
• Receive, inspect, and stock parts and supplies.
• Assist with parts runs and deliveries as needed.
• Maintain a customer service focus, such as by requesting additional information to identify parts and providing delivery estimates.

Administrative Support

• Work with staff in other agencies to administer daily reporting of totalizer and inventory volumes at a variety of fuel sites.
• Complete monthly pass-through reports for all Fleet-supported fuel sites.
• Maintain records of pass-through reports and inspection documentation.
• Identify anomalies in fuel data, notifying appropriate staff.
• Back-up support for recording daily fuel levels, ordering fuel for delivery, and performing the daily data transfer of fuel transactions into Faster.
• Process and submit monthly interdepartmental billing reports for maintenance/repair and fuel transactions.
• Process and submit quarterly off-road fuel usage reports to Finance for state tax refund.
• Support purchasing activities by submitting requisitions, processing invoices, and reconciling p-card transactions.
• Assist with data entry in a variety of systems, including Faster, EJ Ward, and Munis.

Miscellaneous Tasks

• Back-up support for the out-of-town and pool car fleets, including responding to phone and email scheduling requests.
• Monitor reservations for the Training Room and administrative conference room; communicate facility needs if required by incoming groups.
• Assist with all special events involving the Fleet Service Division, including the Transportation & Innovation Expo, student group tours and presentations, etc.
• Perform and/or coordinate other special projects and program activities of the department as needed.

Perform other related duties assigned.

• Two (2) years of experience in applying the following:
  • Parts, inventory, or storekeeping operations involving automotive, marine, heavy truck, agricultural, construction, industrial, or similar motorized equipment, including parts identification and nomenclature, parts ordering procedures; AND
  • Computer software applicable to the duties of the position, including word processing, spreadsheet, inventory systems and database applications.

-OR-

• Associate's (or higher level) degree from an accredited college or university in Logistics, Supply Chain Management, Business Administration, or a closely related field.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities.

For a complete list of the knowledge, skills and abilities, please view the class specification.

Possession of a valid driver's license.

Physical Requirements

• Ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time. Work will periodically require bending and/or stooping and using a ladder to locate parts on a shelf.
• Ability to lift up to 25 pounds regularly, and up to 50 pounds occasionally.
• Work will require periodic driving of a regular motor vehicle and operation of a forklift.

*Payroll Title for this position is Fleet Parts Technician