Purchasing and Inventory Coordinator - Bannock County

Purpose of Class

To assist in the purchasing of a variety of parts for Fleet Management including Automotive and Utilities, maintain parts room, coordinate and control inventory program, pickup and deliver parts upon request and see that all parts are charged to the proper accounts using a computerized maintenance management system.

Primary Function

Manages inventory of tools, parts, and supplies for vehicle and light and heavy equipment maintenance and repairs; performs a variety of administrative and clerical duties to maintain an inventory of tools, parts, and supplies to support the repair and maintenance of County vehicles and light and heavy equipment. Duties include researching costs, ordering, receiving, and inventorying parts requested by mechanics and Shop Manager. The work is performed under the direct supervision of the Shop Manager. The principal duties of this class are performed in an office and automotive shop environment that may involve exposure to power tools and equipment and related hazards.

Essential Duties and Responsibilities (will vary by assignment)

• Prepares instructions regarding purchasing systems and procedures;

• Prepares and issues purchase orders and change notices;
• Arranges for disposal of surplus materials;
• Confers with vendors to obtain product or service information such as price, availability, and delivery schedule;
• Selects products for purchase by testing, observing, or examining items;
• Estimates values according to knowledge of market price;
• Maintains procurement records such as items or services purchased, costs, delivery, product quality or performance, and inventories;
• Discusses defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of trouble and take corrective action;
• Matches purchase order to receiving slip to invoice to verify receipt of goods and/or services before invoice is processed for payment;
• Expedites delivery of goods to users;
• Maintains the inventory of tools, parts, and supplies to support the repair and maintenance of County vehicles and light and heavy equipment;
• Manages the ordering, receipt, and distribution of parts and supplies ordered by mechanics, including performing cost research;
• Reviews computer generated orders placed, making corrections, additions, and deletions;
• Receives orders and ensures parts and supplies received match the order as placed;
• Logs orders placed and received into the computer and charges them to the repair order;
• Codes and forward invoices for payment;
• Reviews monthly vendor statements and invoices for accuracy;
• Transports components for repair;
• Package and ship products for multiple departments;
• Performs customer service duties, including answering phone calls, providing information, and directing customers to the proper department or person;
• Maintains warehouse area in a neat, clean, and organized manner;
• Performs all work duties and activities in accordance with County policies, procedures, and safety practices.

Other Duties and Responsibilities

• May be assigned to perform duties with other Department crews;
• Assists in Fleet Management Software training for new employees;
• May assist Bannock County Shop with scheduling;
• Order fuel for all Bannock County fueling locations;
• May assist in maintenance and repair of Bannock County Fuel System;
• Performs other related duties as required.

Competency Requirements

Knowledge of:

• Materials, supplies, and equipment used in equipment parts industries.
• Fundamental principles and practices of public purchasing, material management methods and procedures, particularly automotive equipment parts specialties.
• Principles of vehicle parts management.
• Specific terminology of the equipment parts industry.
• History and format of equipment parts numbering.
• Warehousing/store keeping methods and procedures.
• Inventory control methods and procedures.
• Techniques for establishing sources of supply.
• Basic computer skills with an emphasis on Windows-based programs.
• Principles and procedures of record keeping and inventory management.
• Hazardous materials storage and handling.
• Basic mathematical principles.

Ability to:

• Interact with automotive mechanics at a highly technical level.
• Prepare equipment parts purchase specifications.
• Maintain required purchasing records.
• Use automotive parts catalogs to identify correct parts to be ordered.
• Ensure that the County obtains the best valve for parts given the required material specifications, delivery urgency, and availability.
• Operate a personal computer and related fleet management, word processing and/or spreadsheet software.
• Evaluate needs and estimate future supply requirements for a variety of parts and related items.
• Select and recommend the purchase of routinely used materials and supplies.
• Communicate clearly and concisely, both orally and in writing.
• Type at a speed necessary for successful job performance.
• Perform arithmetic calculations accurately and rapidly.
• Operate a forklift and drive a medium-size truck.
• Establish and maintain cooperative work relationships with those contacted during the course of work.

Acceptable Experience and Training

• High school diploma or GED equivalency is required and advanced training in purchasing, bookkeeping, or accounting is preferred;
• Two (2) years of automotive repair inventory control is preferred; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications

• Idaho driver's license is required;
• Forklift operator certification is required.

Essential Physical Abilities

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively in person and by telephone;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions; review documents and process them in a prescribed order; and organize documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and a motor vehicle;
• Sufficient personal mobility, flexibility, agility, and balance, with or without reasonable accommodation, which permits the employee to work in an office and automotive shop environment, lifting or moving objects that weigh up to 100 lbs.

Bannock County is an Equal Opportunity Employer.

Veteran's Preference Given Pursuant to Idaho Code.