Class Code: OA122
FLSA Status: Exempt

Parts and Materials Manager

Bargaining Unit: Management

DEFINITION:

Under general direction, the Parts and Materials Manager plans, organizes, directs, develops, and coordinates the activities of the Parts and Materials Department including inventory management and distribution of supplies and parts functions; ensures compliance with applicable federal, state, and local laws and regulations; performs other duties as assigned. 

DISTINGUISHING CHARACTERISTICS:

This is a “working” manager classification responsible for managing and participating in inventory management, storage, and distribution of supplies and parts, as well as developing and implementing policies and procedures to ensure department activities are in accordance with Santa Cruz METRO goals, developing work plans and goals, and monitoring assigned budget. This position is distinguished from the lower level of Lead Parts and Materials Clerk in that the former is responsible for developing and overseeing implementation of department goals, objectives, policies, procedures, and training programs, as well as coordinating department operations and activities with other departments and outside agencies.

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.

  • Manages the daily functions, operations, and activities of the Parts and Materials Department; provides planning, support, training, and oversight of and performs inventory management, storage, and distribution of supplies and parts functions; manages cycle counts and annual physical inventories. 
  • Provides for the selection, training, professional development, and work evaluation of department staff and the development and implementation of the department staffing plan; authorizes discipline as required; and provides policy guidance and interpretation to staff.
  • Develops and standardizes parts and materials policies, procedures, methods, and training programs to improve and continuously monitor the compliance, efficiency, and effectiveness of assigned programs, service delivery methods, and procedures and maintain accountability for inventory assets; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and makes recommendations to the Chief Financial Officer.
  • Establishes lists of potential suppliers; prepares and monitors contracts and agreements with vendors; negotiates and establishes pricing; integrates into inventory management system and establishes and maintains minimum threshold of parts and materials.
  • Reviews and assigns requests for parts and materials received from Santa Cruz METRO departments; ensures proper and timely issuance of parts and materials.
  • Reviews and analyzes materials usage and failure trends and recommends corrective action.
  • Manages and coordinates the delivery, collection, storage, and disposal of hazardous waste generated at maintenance facility and fuel island.
  • Reviews planned and purchased buses; determines parts and materials required for initial stock orders; ensures bus components and related parts meet Santa Cruz METRO quality standards.
  • Monitors bus and vehicle warranties, recalls, and related information; manages disposal of buses, vehicles, and related inventory. 
  • Evaluates all inventory management and hazardous materials management for compliance with federal, state, and local requirements and with Santa Cruz METRO’s goals, policies, and procedures; creates and tracks Key Performance Indicators for the department. 
  • Reviews, responds to, and resolves complaints in a timely manner, including those escalated by lower level staff; provides assistance and advice to parts and materials staff on how to handle difficult or potentially dangerous situations as they arise.
  • Participates in the preparation and administration of the Parts and Materials Department budget; forecasts additional funds needed for staffing, equipment, materials, supplies, and special customer service projects.
  • Supervises the maintenance of accurate and detailed databases, spreadsheets, files, and records, including inventory management system; participates in designing, testing, and implementing new technology solutions to meet business needs.
  • Confers with department representatives to determine inventory management and hazardous materials management plans and areas of standardization to meet METRO goals and objectives.
  • Prepares technical and administrative reports, correspondence, written recommendations, and makes oral presentations to Santa Cruz METRO Board of Directors, management, governmental officials, and other organizations or groups as needed. 
  • Maintains and directs the maintenance of working and official department files.
  • Monitors changes in laws, regulations, and technology that may affect departmental operations; and implements policy and procedural changes as required.
  • 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 work planning, assignment, review and evaluation, and the training of staff in work procedures.
  • Principles and practices of budget planning, organization, and administration.
  • Principles and practices of procurement and contract administration related to materials, supplies, and equipment.
  • Advanced inventory management principles and practices including methods and techniques of analyzing, auditing, and recording inventory.
  • Supply chain management concepts and practices.
  • Procurement processes and purchasing policies.
  • Computerized financial systems and software applications related to inventory management.
  • Occupational hazards and safety standards related to handling, storing, and disposing hazardous materials.
  • Federal, State, and local laws and regulations and Santa Cruz METRO policies and procedures applicable to inventory management and hazardous materials management.
  • Intermediate mathematics including, addition, subtraction, multiplication, division, percentages, and basic statistics. 
  • The effective use of modern office equipment, personal computers, and standard business software.

Ability to:

  • Recommend and implement operational goals, objectives, and practices for providing effective and efficient inventory management, storage, and distribution of supplies and parts.
  • Effectively plan, organize, direct, and coordinate the functions and staff activities for the Parts and Materials Department. 
  • Select, supervise, train, motivate, assign, evaluate, counsel, and discipline staff within a union environment. 
  • Manage and participate in the full lifecycle of the inventory management from planning to audit.
  • Safely handle, store, and dispose of hazardous materials. 
  • Analyze and evaluate complex department/operational problems and recommend and implement effective solutions.
  • Prepare reports, correspondence, and written recommendations. 
  • Prepare departmental budgets and expenditure projections. 
  • Interpret, apply, explain, and ensure compliance with applicable federal, state, and local laws and regulations and Santa Cruz METRO policies and procedures. 
  • Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
  • Perform mathematical calculations quickly and accurately. 
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with employees, union representatives, Board members, stakeholders, elected and appointed officials, venders, contractors, consultants, media representatives, and members of 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 supply chain management, logistics, business administration, or a related field. 

AND

Five (5) years of experience in materials management, inventory management, or related field, including two (2) years of experience in a lead or supervisory role.

LICENSES AND CERTIFICATES:

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

Must be able to obtain and maintain a current, valid 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 and stand; talk and hear; use hands to finger, 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, reach with hands and arms.  Occasional standing, walking, overhead reaching and lifting up to 20 pounds unaided is required.   Specific visual abilities required for this job include close vision, distance vision, and the ability to adjust focus. 

Mental Demands 

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

Work Environment: 

The employee may work in an office, shop, construction site, or bus yard environment where the noise level may be loud.  May require availability to work a flexible schedule.

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.

*Adopted: 10-27-2023

*BOD Approved: 10-27-2023

*Revised: 00-00-00

*Job Family: Professional- Inventory

*Confidential: No