PARTS AND PURCHASING CLERK

Description

Position Summary: This position involves the performance of various purchasing, inventory maintenance, and clerking duties that require the application of basic bookkeeping principles and procedures to a wide range of cost, purchasing, inventory, and equipment records. A person in this position purchases parts and commodities and then distributes these supplies for internal use or sale to other agencies. This position is responsible for maintaining several warehouse and operation facilities.  

An employee in this position exercises considerable discretion in planning and carrying out work details. Supervision is provided by the Shop Supervisor and the Operations Manager through consultations and periodic review of the work performed.

Essential Functions:

• Performs duties in accordance with County and Department policies and guidelines.
• Ensures time management on projects is sufficient. 
• Provides for regular and punctual attendance and fosters a cooperative work environment.
• Purchases, stores, organizes, inventories, and distributes parts, supplies and other commodities.
• Sells and distributes commodities to other agencies. 
• Prepares invoices and receipts for parts usage, repairs, and commodity distribution to originate accounting entries for accounts receivable.
• Assists the Shop Supervisor and Operations Manager in researching specifications, developing bidder lists for presentation to the County Commission.
• Prepares specifications and quotes for equipment, commodities and materials under $2,000 in value.
• Purchases materials such as: equipment repair parts, corrugated metal culverts and attachments, bridge plank, steel bridge decking, H-piles, steel re-bar, guard rail, salt, special deicers, fuel, lubricants, paint, Sackrete, crack filler, steel beams, fencing supplies, snow fence, signs, signals, posts, pavement marking material, sign making material, traffic barricades, traffic cones, traffic control equipment, salt/sand material, facility maintenance services and materials, building supplies, construction and mechanics tools, equipment rental, and other commodity inventories in accordance with ASTM, SAE, ASHTO, and KDOT standards and specifications. 
• Researches suppliers, prepares cost estimates, and determines availability of products and services.
• Prepares, updates, and closes equipment maintenance and repair orders. 
• Supervises the annual personal property inventory. 
• Records and maintains surplus property inventories.  
• Assists in determining inventory stocking levels.
• Schedules repairs for Public Works facilities. 
• Maintains storage areas, work areas, large part and commodity inventories, material storage yards, fuel storage systems, and other Public Works facilities ready for efficient utilization.  
• Maintains database for a large fleet management and road and bridge system. 
• Records inventories, stocking levels, asset information and other road and bridge data.  
• Operates office equipment such as 2-way radio, computer, calculator, FAX, printer, and copiers. 
• Delivers parts, supplies and other commodities. Occasionally transports road and bridge equipment.

Secondary Functions:

• Maintains a clean work area.
• Inspects equipment to ensure units are clean and maintenance is being performed adequately.
• Occasionally trains others to perform the essential functions of the position.
• Assists with tool and equipment safety training presentations.
• Serves as back-up communications dispatcher during weather conditions and coordinates communications with supervisors and operators to dispatch manpower and equipment to different locations in the county on a priority basis.
• Relays messages, and receives complaints which are detailed, complex, and sometimes of an emergency - often from irate or hostile people.
• May be required to work during and after hours, any day of the week, including holidays.
• Performs other duties as assigned.

Requirements

Requires the employee to provide and carry a personal cell phone to carry out country-related functions.

Education: High school diploma or equivalent required. 1-year vocational course work in bookkeeping, purchasing, construction, or a mechanics or equivalent. Valid Class A driver’s license required.

Experience: 3 years’ experience in purchasing/inventory maintenance utilizing inventory and database software programs required. 2 years’ basic computer software (i.e. Microsoft office) required. Experience in construction or the mechanics trade preferred.    

• Thorough knowledge required in:
• various types, grades and qualities of commodities, supplies, and materials to construct and maintain 250 miles of roads, 1100+ bridges and culverts, and 13,000 signs and traffic control devices; 
• equipment supplies and repair parts used to maintain a multi-agency fleet with 250+ units including emergency equipment such as fire trucks and ambulances. 
• product sources, price trends, and approved purchasing procedures. 
• work safety rules and procedures. 
• modern office practices and departmental bookkeeping and accounting procedures. 
• basic road and bridge, facility and equipment maintenance methods 

Appropriate combination of experience and education may be considered in lieu of requirements.

Skills: Good organizational, interpersonal and communication skills required. Ability to communicate clearly and concisely, and understand directions, orally and written. Ability to work independently. Ability to deal tactfully with people. Ability to analyze and solve problems. Ability to establish and maintain effective working relations with employees, supervisors, other government agency officials, and the general public. Ability to enter data, view records and print reports using computer software for fleet maintenance databases, specific spreadsheet applications, word processing applications, and other information on personal computers in a local area network environment. Ability to make minor work decisions in accordance with laws, regulations, departmental policies and procedures. Ability to instruct and supervise others involved in inventory organization and utilization, facility maintenance, fleet software system use, and other related work. Ability to operate various types of road and bridge equipment; Ability to make mathematical computations with efficiency and accuracy. 

Physical Demands/Effort: The physical demands described represent those required to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Requires some physical exertion such as long periods of standing; walking over rough, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching, or similar activities; recurring lifting of moderately heavy items such as parts, boxes of supplies, bridge planks, grader blades, sign materials, and other construction materials and equipment accessories. May require specific but common, physical characteristics and abilities such as above average agility and dexterity to lift and or move up to 70 pounds while storing or distributing parts and commodities.

Work Environment/Conditions: The work environment characteristics described represent those encountered while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Involves everyday risks or discomforts requiring normal safety precautions typical of storage rooms, shop maintenance facilities, or commercial vehicles. Safe work practices with office equipment and vehicle operation must be observed. The work area is usually adequately lit, heated, and ventilated but is occasionally flooded with exhaust and paint fumes from the shop area.