Parts Operations Clerk

The City of Madison Fleet Service Division seeks an organized administrative professional to serve as our Parts Operations Clerk. This position supports the administrative functions of the Fleet Service Division, which collectively maintains over 1,500 pieces of equipment in the general municipal fleet. By assisting with various parts room operations and administrative tasks, this role ensures internal fleet operations are successful and supports our goal of limiting equipment down time and overdue preventative maintenance.

This is responsible administrative support work in the implementation and coordination of a variety of parts room and office functions necessitating judgment, discretion, and initiative in the interpretation and application of policies, procedures and processes. The Parts Operations Clerk maintains routine inventory and financial records, reconciles purchases to appropriate budgets, and assumes responsibility for follow-through on administrative detail. They will also perform regular inventory checks in coordination with the Parts Lead Worker and Parts Technicians. This position will prepare monthly reports related to maintenance and repair, fuel usage, and fuel inventories. They will also assist with the maintenance of various databases, including Faster and EJ Ward. This position will report to the Operations Manager and receive general oversight from the Parts Lead Worker and Assistant Fleet Superintendent.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.Parts Administration Support

• Maintain inventory system of parts in Faster fleet management information system (FMIS), including but not limited to billing out parts, updating stocking levels, and correcting parts numbers.
• Take inventories of available stock items and maintain documentation and reports.
• Process invoices for payment on purchase orders.
• Reconcile purchase card (p-card) transactions and attach documentation.
• Contact vendors to order parts and investigate billing discrepancies, warranties, and credits as needed.
• Assist with receiving, inspecting, and stocking parts and supplies.
• Assist with parts runs and deliveries as needed.

Fleet Administration Support

• Work with staff in other agencies to administer daily reporting of totalizer and inventory volumes at a variety of fuel sites.
• Complete monthly pass-through reports for all Fleet-supported fuel sites.
• Maintain records of pass-through reports and inspection documentation.
• Identify anomalies in fuel data, notifying appropriate staff.
• Provide back-up support for recording daily fuel levels, ordering fuel for delivery, and performing the daily data transfer of fuel transactions into Faster.
• Process and submit monthly interdepartmental billing reports for maintenance/repair and fuel transactions.
• Process and submit quarterly off-road fuel usage reports to Finance for state tax refund.
• Support purchasing activities by submitting requisitions, processing invoices, and reconciling p-card transactions.
• Assist with data entry in a variety of systems, including Faster, EJ Ward, and Munis.
• Monitor and order office supplies.

Miscellaneous Tasks

• Provide back-up support for the out-of-town and pool car fleets, including responding to phone and email scheduling requests.
• Monitor reservations for the Training Room and administrative conference room. Communicate facility needs if required by incoming groups.
• Assist with all special events involving the Fleet Service Division, including the Transportation & Innovation Expo, student group tours and presentations, etc.
• Perform and/or coordinate other special projects and program activities of the department as needed.
• Perform other related duties as assigned.

• Two (2) years of experience in applying the following:
  • Independent responsibility for an office administrative function or activity. This may have included data management and recordkeeping, scheduling and administrative support, financial and specialized functions, or other similar activities; AND
  • Computer software applicable to the duties of the position, including word processing, spreadsheet, and database applications.

• Associate's (or higher level) degree from an accredited college or university in Logistics, Supply Chain Management, Business Administration, or a closely related field.

The City of Madison strives to provide exceptional customer service to all its residents and visitors.  Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities.

For a complete list of the knowledge, skills and abilities, please view the class specification.

 

Possession of a valid driver's license.

Physical Requirements

• Ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time. Work will periodically require bending and/or stooping and using a ladder to locate parts on a shelf.

• Ability to lift up to 25 pounds regularly, and up to 50 pounds on rare occasions.

• Work will require periodic driving of a regular motor vehicle and operation of a forklift.

*Payroll Title for this position is Operations Clerk.