Class Code: AS106
FLSA Status: Non-exempt

Lead Parts and Materials Clerk

Bargaining Unit: VMU

DEFINITION:

Under general supervision, a Lead Parts and Materials Clerk performs lead work and maintenance support 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; oversees the maintenance of appropriate inventory; performs record keeping and other administrative support work; and performs related work as required. 

DISTINGUISHING CHARACTERISTICS:

Lead Parts and Materials Clerk is the advanced-lead level class in the series.  An incumbent in this class serves as a lead worker over subordinate Parts and Materials Clerks and also performs tasks requiring advanced knowledge of heavy-duty transit vehicles maintenance, repairs and storekeeping and purchasing methods as well as related departmental policies, practices, and procedures. This class may be distinguished from the lower level class of Parts and Materials Clerk because an incumbent in the latter class performs the full scope of journey-level work and does not have formal lead worker responsibilities.  It may also be distinguished from the higher level class of Parts and Materials Supervisor as an incumbent in the latter class supervises the work of subordinate staff.

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.

  • Serves as a lead worker over subordinate Parts and Materials Clerk by prioritizing, assigning, and monitoring work and providing training as needed; may provide input on performance evaluations.
  • Ensures the daily or regular inspection of the parts room and other locations, maintenance of accurate inventory counts, and placement of regular orders to stock items that are frequently requested or ordered in bulk.
  • Performs researching, requisitioning, receiving, inspecting, stocking and issuing of a variety of materials and supplies requested by multiple departments, including specialized parts, equipment, and tools for vehicle maintenance and repairs, facilities maintenance and repairs, and custodial activities.
  • Monitors the “out of service” list and updates work orders to show status of orders; provides an estimated time of arrival. 
  • Assists Parts and Materials staff and other departments 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.
  • Prepares budgetary estimates for parts, materials, and supplies. 
  • Contacts vendors to obtain pricing and availability quotations.
  • Reviews vendor selection and performance regarding pricing, customer service, invoicing, and returns/credits.
  • Leads and participates in the receipt, inspection, and stocking of deliveries from suppliers; compares actual items received against orders to confirm completeness of delivery; delivers items to ordering departments; uses a forklift to unload/load large deliveries, handle and transport hazardous materials, and deliver larger items.
  • Ensures the maintenance and currency of Fleet and Facilities Department’s Safety Data Sheet (MSDS) records, ensuring that items used or purchased by Fleet and Facilities Departments are in the SDS catalog; Leads and participates in a yearly SDS inventory.
  • Performs the monitoring of accumulated metal, hazardous waste, and other items and arranges pick-up for disposal.
  • Performs the packaging and shipping of items needing repair or warranty work.
  • Performs the inspections of forklifts and other equipment to verify safe operation.
  • Performs the loading and unloading mobile vaults from an armored car containing revenue
  • Participates in keeping the parts room clean and orderly.
  • Assists in vendor selection and monitors vendor performance.
  • 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 leadership, including ways to motivate staff and maximize productivity.
  • Standard equipment, parts, tools and supplies required for maintaining light and heavy-duty vehicle systems, and their appropriate storage.
  • Standard equipment, parts, and supplies required to maintain a wide variety of non-vehicular equipment and facilities department needs, and their appropriate storage.
  • Standard equipment, parts and supplies required for custodial work as well other general operational needs of a transit agency, and their appropriate storage.
  • Principles and methods of maintaining a standard inventory of high demand items.
  • 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.
  • Clerical methods of researching, gathering, organizing and reporting data.
  • Methods of prioritizing, planning and organizing work.
  • Time management techniques.
  • Clerical customer service techniques.
  • Basic mathematics including percentages and basic statistics.
  • Telephone techniques and etiquette.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Serve as a lead worker over subordinate Stock Clerks and other clerical and support staff.
  • Lead and participate in the identification and procurement of a wide variety of [highly specialized] tools, equipment, parts, supplies and other items requested by customers.
  • Research the availability and price of requested items.
  • Read and comprehend a variety of [highly specialized] technical parts manuals, schematics, and safety-related documentation.
  • Coordinates 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 detailed 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:

Five (5) years of progressively responsible experience receiving, stocking, issuing and maintaining inventory of automotive and heavy-duty transit parts and supplies.

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 working extended hours or hours outside of 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: Advanced-Lead

*Confidential: No