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Douglas County  5530
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FLEET SERVICES PURCHASING COORDINATOR
Pay Range 234

INTRODUCTION

This classification performs duties in areas of managing and coordinating the Fleet Service inventory through an automated fleet management system; stock and supply an inventory of equipment parts, supplies and hardware.

EXAMPLES OF PRINCIPAL DUTIES

(Duties assigned to this classification include, but are not limited to, the following examples. Any one position may not perform all listed tasks.)

1. Maintain a parts inventory for a vehicle and road equipment fleet. Utilizing cost effective purchases, independently determine when and what to adequately order and stock. Systematically organize inventory.

2. Receive and fill work orders from technicians for parts. Use automated parts management system to maintain accurate and timely parts information on work orders, purchase orders and items ordered and received. Charge appropriate accounts.

3. Utilizing the automated parts management system, maintain appropriate inventory. Assure inventory is up-to-date by anticipating needs and usage and returning unnecessary items; evaluate stock vs. non-stock status; establish reorder points on stocked items; identify obsolete and non-moving items in stock and recommend action. Reduce inventory cost and increase inventory turnover.

4. Coordinate purchasing of parts, materials and supplies; combine purchases of similar items as appropriate; comply with County purchasing policy and procedures; perform market price checks to insure most cost effective purchases. Participate in the development of parts purchasing contracts.

5. Serve as a contact for parts and supplies vendors; contact vendors regarding changes on orders in progress; investigate and resolve discrepancies between purchase orders and invoices.

6. Evaluate and recommend parts performance to supervisor; evaluate vendor performance.

7. Manage department hazardous communication program.

8. Maintain data in automated parts management system such as vendor data, parts master; maintain equipment parts list in automated equipment system; maintain library of current parts manuals and catalogs.

9. Facilitate and participate in semiannual inventory audit. Report discrepancies to supervisor.

10. Act as a lead worker to parts support staff; provide necessary training. In consultation with supervisor, monitor and prioritize projects and assignments.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Considerable knowledge of inventory management and control; considerable knowledge of automated parts management system for inventory and control; considerable knowledge of automotive and equipment parts, sources of supply and how it relates to full-range of motorized equipment; considerable knowledge of parts supply methods and procedures; considerable knowledge of shippers and rates.  Skill in: Processing information on computerized equipment.  Ability to: Communicate effectively in both oral and written forms; organize and manage a parts inventory program; conduct cost and price analyses; determine quality of goods against prescribed standards; establish and maintain records, reports, and statistical data; operate fork lift; work independently and manage time efficiently; make decisions independently in accordance with established polices and procedures, recommend new policy and procedures when applicable, and use initiative and judgment in completing tasks and responsibilities; lead parts support staff; courteously meet and deal effectively with employees, other agency representatives, vendors, contractors, manufacturers and the public.

Education, experience and training: Four years work experience in a high-volume motor equipment parts supply setting which includes use of automated parts management system of which one year work experience is in inventory control OR a satisfactory equivalent combination of experience and training. At time of appointment, applicant must possess a valid Oregon driver’s license.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under general direction of the fleet services manager. The employee works independently in coordinating a key area of responsibility and confers with supervisor for advice. Employee receives general instructions regarding scope of and approach to projects and assignments, but procedures and problem resolution are left to employee discretion and interpretation. Periodic reviews of work performance are conducted in terms of expected results.

GUIDELINES

Work is performed within departmental policy and procedures, parts and equipment service manuals, established county purchasing and contracting policy, practices and procedures, DEQ and OSHA regulations and computer reference material. Employee contributes to modification of existing guidelines by recommending changes to policy and procedures or adapting guidelines to problems encountered. The employee uses considerable judgment, initiative and experience to interpret and choose between alternatives.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in the fleet services facility. Work requires bending, climbing ladders, kneeling, gripping with hands, hearing voice conversation, keyboarding, lifting up to 50 pounds, pulling, pushing, reaching, standing, twisting, sitting, and walking. Work is performed in an environment which involves everyday risks or discomforts and sometime adverse weather conditions requiring safety precautions. A minimal amount of driving is required.

 
   
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