Fleet Parts Specialist

City of Suffolk; Suffolk (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Suffolk is seeking a parts specialist to manage inventory, ordering, receiving and issuing automotive and heavy equipment parts for the Fleet Management Division. You will maintain stock levels, review manuals, obtain quotes, and process work orders for mechanics.

Responsibilities include verifying deliveries, data entry into the inventory system, handling vendor inquiries, and providing excellent customer service to city staff.

Qualifications

• High school diploma or GED required.
• At least 2 years of vehicle and equipment supply experience.
• Valid driver's license required; ASE certification preferred.
• Forklift certification required or to be obtained within 6 months of employment.

Responsibilities

• Research and issue automotive and heavy equipment parts as requested by fleet personnel (light duty vehicles, excavators, paving equipment, fire trucks, etc.).
• Maintains stockroom; receives and reviews incoming parts and non-stock shipments; checks invoices for accuracy; enters data to inventory system.
• Researches parts using online vendors, schematics, parts diagrams, and discussions with technicians; obtain quotes and issue parts to mechanics and city/school staff.
• Routinely work with outside vendors to obtain parts via online purchasing, email, and phone.
• Inspect and verify quality/quantity of orders; record receipts in inventory system.
• Process and track returns of incorrect/unneeded parts and core charges.
• Drives city vehicle to obtain parts; operates forklift, pallet jack, and hand truck.
• Answer telephone calls; handle customer and vendor inquiries.
• Follow up on ETA of parts, warranties and discrepancies with vendors.
• Reviews invoices with Bank of America Purchasing Card system (Works) and reconciles.
• Provide excellent customer service at all times.
• Performs other related duties as assigned.

Skills

Customer service

Attention to detail

Ability to follow instructions

Math arithmetic

Communication

Teamwork

Education

High school diploma or GED

Tools

Forklift operation

Job description

Under general supervision, performs all aspects of inventory, ordering, purchasing, receiving, issuing, and storing automotive and heavy equipment parts for the Fleet Management Division. Work involves maintaining a large and varied stock of automotive and heavy truck parts; orders parts by reviewing automobile, and various equipment parts manuals, using online resources, contacting vendors, etc.; processes work orders from mechanics; monitors and maintains parts inventory; and performs other department related duties. Reports to the Stock Room Supervisor.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

• Research and issue a variety of automotive and heavy equipment parts as requested by fleet personnel (i.e. light duty passenger vehicles, excavators, paving equipment, fire trucks, dump trucks, school buses, street sweepers, garbage trucks, etc.)
• Maintains stockroom; receives and reviews incoming parts and non-stock shipments from vendors; check invoices for accuracy; enters data into computerized system to create history documentation and update inventory levels.
• Researches various parts utilizing multiple methods such as online vendors, schematics, parts diagrams on line, pictures of the actual part/location on equipment, conferring with technicians and computerized history to select correct parts to order; obtain quotes for competitive pricing; issues parts and supplies to mechanics and other city and school employees.
• Routinely work with outside vendors to obtain parts by several methods including online purchasing, email, and phone.
• Inspect, and verify quality and quantity of part orders received from vendors against a packing list or invoice. Accurately receive orders into inventory management system.
• Process and track the return of incorrect, unneeded parts, and core charges.
• Drives city vehicle to obtain parts and supplies.
• Operates forklift, pallet jack, and hand truck to move, load and unload supplies.
• Answers telephone calls and handles customer and vendor inquiries.
• Follows up on ETA of parts, warranties, defects and other discrepancies with vendors.
• Reviews and reconciles invoices with Bank of America Purchasing Card computer system (Works).
• Exercise excellent customer service skills at all times.
• Performs other related duties as assigned.

• Graduation from high school, or possess GED.
• 2 years of experience in vehicle and equipment supply acquisition or any equivalent combination of training and experience which provides the required skills, knowledge and abilities.
• Requires valid driver's license.
• Parts Specialist ASE certification is preferred.
• Forklift Operator certification, or obtain within 6 months of employment

• Knowledge of the terminology and procedures of vehicle maintenance, parts, and supplies.
• Knowledge of office terminology, procedures, and equipment and of business arithmetic and English.
• Knowledge of simple bookkeeping.
• Knowledge of appropriate and necessary customer service skills
• Ability to understand and follow oral and written instructions.
• Ability to maintain clerical records and prepare reports from such records.
• Ability to use common office machines, including popular computer-driven word processing, spreadsheet and file maintenance programs.
• Ability to make minor decisions in accordance with established policies.
• Ability to make mathematical computations accurately and rapidly.
• Ability to exercise tact, courtesy and firmness in contact with City personnel and outside vendors.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Ability of speaking and/or signaling people to convey or exchange information, includes receiving instructions, oral and written assignments and/or directions from superiors.
• Ability to read vendor invoices and vehicle maintenance work orders. Ability to prepare requisition orders and bid sheets in proper format.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
• Ability to use and interpret auto mechanic terminology and language.
• Ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; and to determine decimals and percentages.
• Ability to inspect items for proper length, width and shape.