Administrative Support Specialist - Inventory Control

Position Description

The Administrative Support Specialist II- Inventory Control manages inventory for the Equipment Operations Division and provides administrative support to the entire Public Works Department.

Scope of Impact:

The duties and responsibilities of this job are performed with latitude for independent judgment in accordance with Department and City policies, Federal, State and Local regulations and are based on detailed knowledge of Department operations. Work is subject to periodic review by the supervisor, who provides input on and approval of recommendations, and discusses assignments, priorities, and work duties.

Essential Functions

Manages inventory and provides administrative support for the Equipment Operations Division.

• Maintains inventory of, orders, purchases and returns parts and materials;
• Maintains fuel distribution reports in fueling system for all City vehicles, including creating and coding gas keys and troubleshooting fuel system issues;
• Orders supplies for Public Works department , including but not limited to: safety supplies, Uniforms, Fuel Services and office supplies
• Tracks and codes all Equipment Operations invoices for purchases daily; other invoices for Public Works as needed
• Coordinates removal and disposal of hazardous waste and recyclables to various facilities;
• Maintains licenses and titles for all city vehicles, including working with the DMV ordering license plates, titles and tabs;
• Maintains all vehicle records in Computerized Fleet Management software (Currently CFA) and sends reports as requested.
• Creates reports, documents and presentations for Fleet Manager as requested

• Schedule, arrange and set up meeting rooms;
• Take and distribute meeting minutes;
• Send out meeting communications to Committee members

• Handles Public Works Uniform ordering and delivery and maintenance
• Prepares biweekly Overtime reports on time, and distributes them
• Prepares Requests for Purchase and Council Items for Fleet Operations and other cityPublic Works divisions.
• Answers questions, resolves concerns, and provides information and/or materials to residents and the public via telephone, the City website, email, mail and in person;
• Codes invoices and keeps financial records for Public Works Department;
• Coordinates maintenance and repair of office equipment;
• Conducts research on City systems and databases and County records when requested;
• Photocopies, scans and prepare materials for distribution and/or mailings;
• Maintains Public Works Department files and records;
• Answers questions, resolves concerns, and provides information and/or materials to residents and the general public via telephone, the City website, email, mail and in person;
• Sends out Road closures and other pertinent urgent City information as requested
• Acts as Public Works Dept. editor of both internal and external websites
• Sets up annual Safety Trainings and track attendance for training hours
• Serves as primary back up to front desk during daily lunch break of Receptionist and as needed during coverage gaps (vacation, illness, etc.).
• Answers phones when rolled over to second lines as needed during busy times (during snowstorms, etc.)

• Represents the Public Works Department to other City Departments, the community and the public;
• Communicates well with others relating to work assignments and progress of work or to convey information about conditions or work-related needs

• Performs other duties and activities as assigned.

Qualifications

Minimum Qualifications:

The job requires a high school diploma and two years of experience in an office setting, or equivalent experience. A valid driver’s license or evidence of equivalent mobility is also required.

Desired Qualifications:

Experience in a governmental setting and experience working with inventory control. Knowledge of Microsoft Office, Munis, Fuel master and/or CFA

Supplemental Information

Knowledge, Skills and Abilities Required for Successful Job Performance:

• Knowledge of inventory control processes and procedures;
• Knowledge of governmental practices and policies;
• Knowledge of general accounting principles sufficient to code invoices in accordance with budgetary constraints;
• The ability to perform work requiring a high degree of concentration and judgment in interpreting practices and procedures to solve problems;
• The ability to work independently and to prioritize work requests;
• Knowledge of and ability to use City computer systems and programs;
• Knowledge of and ability to operate current standard office software sufficient to manipulate data, draft reports and maintain records;
• Verbal and written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand and interpret complex and varied work-related materials;
• Demonstrates the desired standard of conduct and work performance including confidentiality and privacy requirements of the Department;
• Interpersonal skills sufficient to exchange and/or convey information, receive work direction, and maintain effective working relationships.
• Ability to relate and work effectively with people from diverse cultural, economic, and ethnic backgrounds.

Physical and Mental Requirements:

Physical effort is light for the majority of work; with lifting or carrying limited to 25 pounds intermittently. Report preparation and writing at times requires extended use of a keyboard. Work interruptions are frequent.

Working Conditions:

Most work is performed in a normal office environment. Occasional driving is necessary to shuttle personnel or to purchase or return parts and equipment. The job may involve dealing with and calming individuals who are emotionally charged over an issue.

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, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this job at any time.

Full time Employee Benefits:
The City of Edina offers a competitive benefits package and uses a “cafeteria plan” model, which gives the employee a monthly sum of money and allows them the flexibility to choose how to spend it on the various benefits offered. All insurance coverage takes effect the 1st of the month following date of employment.

• Medical: 9 plans to choose from through Health Partners. All individual plans are fully covered and have leftover money towards other benefits. Family health insurance is also low cost and high quality.
• Dental: 2 plans to choose from through Health Partners depending on your dental needs.
• Vision: Supplemental Vision plan for glasses and contacts
• Long & Short-Term Disability: All full-time employees receive Long Term disability at no cost, with an option to purchase short term disability.
• Life insurance: All full-time employees receive a $20,000 Basic Life policy at no cost, with an additional buy up option.
• Retirement: All public employees are required by the State to participate in the Public Employees Retirement Association (PERA). 6.5% of the employee's gross wage or salary is matched with a 7.5% contribution from the City. Some Police and Fire employees are mandated to participate in PERA at a rate of 11.8% of their gross wage or salary, matched by 17.70% contribution by the City. 457 Deferred Compensation plans are also available.
• Supplemental Accident, Critical Illness and Hospital Care plans
• Employee Assistance Program (EAP): Free and confidential service for all employees and their families

• Paid vacation is available to all regular full-time employees and begins with accruing 3.08 hours/paycheck (10 days per year). The amount increases as the years of service increase.

• Sick leave accrues at 3.69 hours/paycheck (12 days per year).
• Each regular full-time employee is eligible for 13 paid holidays during the year.

• Extended Part-time (30-39 hours/week year-round): Eligible for Health Insurance, 13 paid holidays, Retirement, and Employee Assistance (EAP) program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.

• Regular Part-time (20-29 hours/week year-round): Eligible for 6 paid holidays, Retirement, and Employee Assistance (EAP) Program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.

• Flexible Part-time and Seasonal employees: Employees accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked and are eligible for the Employee Assistance Program (EAP).

• Individual benefits may vary slightly depending on the specific position, full or part-time status or union contract.