Class Code: OA205

FLSA Status: Exempt

Parts and Materials Supervisor

Bargaining Unit: PSA

DEFINITION:

Under direction, a Parts and Materials Supervisor performs supervisory and skilled maintenance and administrative work related to requisitioning, receiving, inspecting, identifying, researching, stocking and issuing of a variety of parts, equipment, tools, materials and supplies, including highly specialized items for vehicle maintenance and repairs, facilities maintenance and repairs and custodial activities; directs and ensures inventory control; prepares specifications for the ordering of requested items; assists management in overseeing the daily operating activities of assigned functions, including required record keeping and other administrative support work; and performs  related work as required.

DISTINGUISHING CHARACTERISTICS:

The Parts and Materials Supervisor is the supervisor level class in the series. An incumbent in this class is responsible for supervising subordinate staff that requisition, receive, inspect, identify, research, stock, and issue a variety of parts, equipment, tools, materials, and supplies for multiple Santa Cruz METRO departments.  Work requires advanced knowledge of storekeeping and purchasing methods as well as related departmental policies, practices, and procedures. This class is distinguished from the lower level class of Lead Parts and Materials Clerk because an incumbent in the latter class serves as a lead worker over subordinate Parts and Materials Clerks.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed.  The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Supervises the work of subordinate staff; schedules, assigns, directs, and monitors work; provides staff training; evaluates employee performance; may participate in staff selection; may initiate or have significant input into disciplinary actions.
  • Reviews all invoices and shipping documents to ensure items received are correctly entered into inventory via computer and/or charged on a work order to the correct asset(s).
  • Monitors the “out of service” list for buses that are out of service and waiting on parts; ensures that orders have been placed and timely delivery is made.
  • Directs the weekly inventory of parts by groups (Perpetual Inventory); gathers data, prints out counting sheets, directs the inventory process, reconciles results of inventory physical count, and makes adjustments as required.
  • Recommends the addition of new inventory items; adds new item numbers into the computerized inventory system; updates part numbers as required; prints item labels for shelving.
  • Assists staff in identifying the more difficult items to be purchased; researches catalogs, parts manuals, the Internet, and other sources; orders parts with vendors online, over the phone, or by submitting purchase requisitions according to Santa Cruz METRO policies.
  • Researches, schedules, and assembles training materials and conducts weekly safety training for assigned staff.
  • Gathers, tracks, tabulates, and analyzes data pertaining to assigned functions; creates reports for management.
  • Monitors the accumulation of generated hazardous waste, such as used engine oil filters, waste oils, and coolant, used fluorescent lamp bulbs and waste absorbent products, etc., and arranges for pickup and disposal of items.
  • Monitors all parts core programs; arranges shipment back to vendors and follows up with vendors to get core credits.
  • Administers and oversees Santa Cruz METRO’s MSDS program for Fleet and Facilities departments; ensures that all chemicals received and purchased are entered into the system.
  • Participates in the daily work of requisitioning, receiving, inspecting, identifying, researching, stocking and issuing materials and supplies and performing other Parts and Materials Clerk/Lead Parts and Materials Clerk duties.
  • Performs data entry to update and maintain information in digital files; compiles and prepares data for statistical and accounting reports; may create spreadsheets and other tools to track information.
  • May type correspondence and other documents; answers telephones, greet visitors, and provides information to employees and the public.
  • Operates standard office equipment; utilizes computer software in performing job tasks.
  • Drives a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required.

EMPLOYMENT STANDARDS:

Knowledge of:

  • Principles and practices of employee supervision, including performance evaluation and progressive discipline.
  • Standard and specialized equipment, parts, tools, and supplies required for maintaining light and heavy-duty vehicle systems, and their appropriate storage.
  • Standard and specialized equipment, parts and supplies required to maintain a wide variety of non-vehicular equipment and facilities department needs, and their appropriate storage.
  • Standard and specialized equipment, parts and supplies required for custodial work as well other general operational needs of a transit agency, and their appropriate storage.
  • Laws governing assigned functions and responsibilities.
  • Advanced principles and methods of maintaining a standard inventory of high demand items.
  • Advanced methods of determining the availability and best price for equipment, parts, tools, and supplies.
  • Standard processes pertaining to purchasing and related data maintenance.
  • Modern office practices, procedures, and equipment.
  • Methods of maintaining information in digital or hard copy files.
  • Methods of researching, gathering, organizing, and reporting data.
  • Methods of prioritizing, planning, and organizing work.
  • Time management techniques.
  • Clerical customer service techniques.
  • Advanced mathematics including, percentages and advanced statistics.
  • Telephone techniques and etiquette.
  • The effective use of modern office equipment, personal computers, and standard business software.

Ability to:

  • Supervise and motivate subordinate staff effectively.
  • Provide safety-related and other training to staff and ensure a safe work environment.
  • Supervise and participate in the identification and procurement of a wide variety of tools, equipment, parts, supplies, and other items requested by customers.
  • Research the availability and price of requested items.
  • Maintain and reconcile a large and complex inventory of items.
  • Read and comprehend a variety of technical parts manuals, schematics, and safety related documentation.
  • Supervise the maintenance of an adequate inventory of high-demand items and ensure their appropriate storage.
  • Ensure a safe and organized work area.
  • Ensure the safe handling of items hazardous in nature.
  • Maintain records and control systems with accuracy and attention to detail.
  • Input data into a database.
  • Adhere to established work schedules and timelines.
  • Work independently using good judgment, tact, and discretion.
  • Balance multiple assignments simultaneously and effectively.
  • Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
  • Drive a forklift after receiving appropriate training.
  • Communicate clearly and effectively, in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public.

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Education, Training, and Experience:

Two (2) years course work from an accredited college, in automotive or heavy equipment mechanics, business administration, or a related field.

AND

Four (4) years of progressively responsible experience receiving, stocking, issuing, and maintaining inventory of automotive and heavy-duty transit parts and supplies.

Experience must have also included at least two (2) years of inventory control responsibility AND one (1) year in a lead worker capacity.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk, climb and stand; talk and hear; use hands to manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms, and perform repetitive movements of hands or wrists.  The employee is regularly required to bend and twist at the neck and occasionally reach overhead.  Work may require lifting up to 50 pounds unaided.  Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth.

Mental Demands

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information, and documents; solves problems; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment:

The employee works in a shop environment where the noise level may be loud and there is potential exposure to fumes, dust, grease, air contaminants, hazardous materials, and chemicals.

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.
  • May occasionally work extended hours or hours outside of the regular schedule.
  • This position requires the use of personal protective equipment (PPE) based on the tasks assigned; safety shoes are required at all times.

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 00-00-00

*Job Family:         Purchasing

*Job Series: Parts

*Job Series Level: Supervisor

*Confidential: No