Fleet Parts Clerk*

The City of Madison Fleet Service Division seeks an organized and detail-oriented professional to serve as our Parts Clerk. This position supports the administrative and parts room functions of the Fleet Service Division, which collectively maintains over 1,500 pieces of equipment in the general municipal fleet. By assisting with parts research, procurement, inventory, 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 technical and administrative support work in the implementation and coordination of a variety of parts room functions necessitating judgment, discretion, and initiative relative to purchasing decisions, priority setting, and the interpretation and application of policies, procedures, and processes. The Parts Clerk researches, orders, inventories, and delivers parts for vehicle and equipment repairs. This position 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 direction from the Parts Lead Worker.

• Technical knowledge of vehicle and equipment parts, inventory systems, and parts procurement.
• Excellent organizational and attention-to-detail skills with the ability to manage purchasing, inventory, and financial records.
• Strong data management and reporting skills using computerized inventory and database systems.
• Effective communication and customer service skills.

Parts Procurement and Inventory Activities

• Fulfill parts order requests, including researching parts, identifying correct part numbers, issuing parts from stock or ordering from appropriate source, and delivering parts to technicians.
• Research parts vendors to source quality parts efficiently and in the most cost-effective manner.
• Maintain inventory system of parts in the Faster database, including but not limited to billing out parts, updating stocking levels, and correcting parts numbers.
• Take physical inventories of available stock items and maintain documentation and reports.
• Process invoices for payment on purchase orders.
• Receive, inspect, and stock parts and supplies.
• Assist with parts runs and deliveries as needed.
• Maintain a customer service focus, such as by requesting additional information to identify parts and providing delivery estimates.

Administrative 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.
• 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.

Miscellaneous Tasks

• 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.

• Two (2) years of experience in applying the following:
  • Parts, inventory, or storekeeping operations involving automotive, marine, heavy truck, agricultural, construction, industrial, or similar motorized equipment, including parts identification and nomenclature, parts ordering procedures; AND
  • Computer software applicable to the duties of the position, including word processing, spreadsheet, inventory systems 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 occasionally.
• Work will require periodic driving of a regular motor vehicle and operation of a forklift.

*Payroll Title for this position is Fleet Parts Technician