Supply & Inventory Administrator

Class Title: Supply & Inventory Administrator

EEOC: Office and Clerical

FLSA: Non-Exempt

Job Summary

The Parts and Supply Specialist is responsible for supply services, material management, and logistics operations. This role involves various duties related to transportation, property disposal, work order management, stock control, accounting, procurement, inventory management, and financial oversight of items. The specialist also contributes to staff development and the operation of supply support data systems, equipment reviews, salvage procedures, repair parts supply, and maintenance support systems. Additionally, they supervise the preparation of orders, operating instructions, reports, and related technical materials. This position serves as a liaison between staff and supported employees to enhance the effectiveness of support activities. The specialist is also involved in prescribed load list (PLL) and shop stock list (SSL) duties, both in manual and automated supply applications, prepares, annotates, and distributes shipping documents, and operates material handling equipment (MHE).

Organizational Relationships

1. Reports to the Assistant Maintenance and Asset Manager
2. Directs: This is a non-supervisory position
3. Other: Has frequent contact with other district employees

Duties and Responsibilities

Typical duties include, but are not limited to, the following:

• Receive and verify all incoming parts deliveries against purchase orders.
• Efficiently stock shelves and organize parts in designated storage areas.
• Conduct regular inventory checks and cycle counts to ensure accurate stock levels.
• Identify and report discrepancies or damaged parts immediately.
• Rotate stock effectively to ensure proper usage and prevent expiration.
• Process internal parts requests with precision and efficiency.
• Conduct regular inventory at multiple locations in the district.
• Assess the availability of parts in stock and promptly locate out-of-stock items.
• Place purchase orders with vendors as needed to maintain optimal stock levels.
•  Manage backorders and keep customers informed of expected delivery timelines.
•  Actively assist technicians in selecting the correct parts to meet their needs.
• Respond confidently to technicians' inquiries regarding part availability, pricing, and compatibility.
•  Provide clear information on warranties and return procedures.
• Address technicians' concerns and resolve issues swiftly and effectively.
• Maintain comprehensive inventory, orders, and delivery records using computer systems.
• Regularly generate reports on inventory levels, sales trends, and stock shortages.
• Process invoices meticulously and verify pricing accuracy.
• Keep customer information and order history updated and accurate.

 Qualifications

• Proven experience as a Parts Specialist or in a similar role.
• Strong knowledge of vehicle parts and systems.
• Excellent organizational and multitasking abilities.
• Outstanding customer service skills.
• Ability to work both independently and as part of a team.
• High school diploma or equivalent; additional education is a plus.
• Mechanical knowledge or repair experience is preferred.
• Ability to lift up to 30 lbs.
• Basic computer skills.
• Valid Texas Drives license
• Certification from a professional organization, such as the American Society of Materials Management, is preferred.

Desired Minimum Qualifications

• Strong organizational and time management skills.
• Attention to detail and accuracy in data entry.
• Excellent customer service skills with the ability to interact effectively with clients.
• Proficiency in using computer systems and inventory management software.
• Ability to work independently while effectively integrating into a team environment.
• High school diploma, General Equivalency Diploma (GED), or equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
• Valid Texas driver's license.
• Familiarity with standard practices, materials, tools, and equipment related to water utility mechanics.

Work Environment

The work environment varies from office to job site to industrial locations. An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities.  Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of Employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.

Job Type: Full-time

 Ability to:

• Apply WCID 17 safety standards to prevent accidents.
• Understand and follow oral and written instructions; prepare written reports of activities performed.
• Establish and maintain effective working relationships with coworkers.
• Effectively interact with the public in stressful situations.
• Tolerate working conditions outdoors, including exposure to adverse weather.
• Read and understand operations and maintenance manuals for electrical and mechanical equipment, including schematics, drawings, blueprints, and technical data instructions.
• Locate and adjust or repair defects in electrical and mechanical systems and equipment.
• Lift up to 30 lbs.
• Work overtime and be available on-call as required.

Salary is dependent upon qualifications – excellent company benefits offered include medical, dental, deferred compensation plans 401a and 457b, paid holidays, vacation time, and sick time. Additional benefits include FSA for medical/child care, vision coverage, voluntary life and AD&D insurance, education tuition assistance, Employee Fitness Program, a uniform allowance, and use of District vehicles when appropriate.

Salary : $20