Public Works Inventory Coordinator - Full-time

About the Department

Salary Range: $25.9517 - $30.0021/hour. Salary reflects Step 1 and Step 4 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.

Work Schedule: Monday through Friday, 7:30 a.m. - 4:00 p.m.

Job Summary:
With minimal supervision, performs a variety of technical and administrative duties consisting of planning, procurement, scheduling, receiving, organizing, storing, tracking, and disposing of large standing inventory and consumable materials. Manages storeroom and fleet operations, including associated software systems, prepares routine and specialized reporting, provides data analysis and recommendations, processes accounts payable, and other activities related to internal fiscal practices.

Scope of Responsibility:
Incumbent is familiar with city policies, department functional operations, systems, and equipment. Must be able to work with minimal assistance and supervision to complete activities related to essential duties and responsibilities. Work requires advanced analysis and interpretation of data to make decisions based on multiple known objectives. Incumbent frequently interacts with city staff and the public, communicating general information, and providing detailed procedural or policy explanations as needed. Work closely with department staff to understand material and inventory supply needs, based on objectives, strategic goals, planned activities, and service levels based on system criticality, likelihood of failures, and potential of emergent events with consideration for supply-chain variables. 

Position Duties

Planning and Procurement

• Maintain working knowledge of kinds, uses, and grades of materials and inventory supplies utilized by the department.
• Assess materials needed for special projects, maintenance, and repairs.
• Determine inventory stock levels and material quantities required to meet operational needs.
• Determine sources and suppliers for purchases, applying policy and best practices.
• Identify and prepare orders for inventory, non-inventory, and special-order items, including fuel, following all applicable policies and rules.
• Process bid/ proposal requests, submit quotes for approval, create contracts, and purchase orders.
• Coordinate inter-departmental purchases.

Inventory and Materials Management

• Manage large standing inventory utilizing computerized reporting system at central storeroom and remote sites.
• Maintain stock controls, barcode system, and perform audits of all physical inventory.
• Assess inventory reports and order patterns to identify items in need of automatic, recurring delivery.
• Assess foot-traffic patterns to ensure ease of access to high use items in storeroom.
• Receive, unpack, check, record, and stock incoming materials and supplies.
• Ensure proper storage based on composition and frailty.
• Provide order picking services as needed.
• Maintain records and documents in accordance with City policy and other regulations, including MSDS records.
• Ensure areas under inventory coordinator control meet all safety regulations and industry standards/ best practices.
• Regularly review usefulness of inventory supplies, find best value alternatives, properly dispose of deadstock.

Accounts Payable and Reporting

• Reconcile reports to ensure proper inventory and charges to user divisions; make corrected accounting entries as necessary.
• Maintain and reconcile vendor accounts.
• Compile and prepare data for financial statements and reports.
• Provide a variety of reconciliations, schedules, ledgers, and journals.
• Compile and prepare data for utilization statements and reports.
• Process invoices for multiple divisions.

Fleet and Fuel Services Coordination

• Process all fleet fuel transactions and perform data entry into computerized system.
• Manage maintenance and compliance of fuel tanks, pumps, and fueling island facilities.
• Manage vehicle and equipment maintenance and repair scheduling, including transportation of vehicles as needed.
• Manage key and fob system.
• Support coordination of the Equipment Replacement Plan (ERP).

Customer Service

• Provide responsive, high-quality service to Public Works employees, other Departments, and outside entities.
• Develop and maintain good working relationships with vendors.
• Provide accurate, complete, and up-to-date information in a courteous, efficient, and timely manner.

Perform other duties as assigned.Minimum Qualifications

• An associate’s degree in finance, accounting, business administration, or a related field.
• Two (2) years of relevant experience.

 OR

•  Four (4) years of relevant experience to include inventory, warehousing, and purchasing. 

AND

• Must be proficient with personal computers.
• Must have the ability to learn and use a variety of software applications.
• Must be forklift certified or must be obtained within thirty (30) days of employment.
• Must be DEQ Underground Storage Tank (UST) Operator certified or must be obtained within thirty (30) days of employment.
• Must have strong interpersonal and communication skills.
• Must have a Montana driver’s license or must be obtained within ninety (90) days of employment.
• Must be able to pass a Federal and State criminal background check.

Other Qualifications

Work is indoors with intermittent exposure to outside areas. Work requires intermittent moderate physical effort, including equipment operation, bending, climbing, reaching, and moving between 5 and 75 pounds. Work requires high attention to detail or deadlines (between 45% and 70% of the time). Occasional driving may be required.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.
 
Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
 
This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.