1F16

PAY RANGE: N20

FLEET DISTRICT STORES MANAGER

GENERAL DEFINITION

This is stores work managing a city-wide centralized automotive parts stores operation or central ordering parts operation for the Department of Fleet Services. A significant aspect of the work involves responsibility for supervising the activities of a large group of stores personnel engaged in ordering, storing, distributing and maintaining records of these activities. Work also includes responsibility for reviewing and submitting revised stores procedures for consideration by an administrative superior.

Work is performed under the direction of an administrative superior.

ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class)

· Positions must be located in the Department of Fleet Services

· Positions must manage a city-wide centralized automotive parts stores operation or central ordering

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Plans, directs, monitors and coordinates all Fleet storerooms and inventory control operations; manages a centralized Parts and Materials “order center” operation.

Directs the recordkeeping and maintenance of inventory procedures and systems; coordinates with the Materials Manager on the estimations of minimum and maximum storage levels for stock items; reviews and approves requisitions for stock items; prepares requisitions for specialized or unique automotive parts.

Contacts vendors to expedite deliveries of specialized or unique automotive parts; approves or rejects compromised deliveries; analyzes inventory reports concerning the number, kind, and location of stock items; reviews and approves requisitions for stock items, unit down items and self-orders; ascertains those to be considered common use items which would be stocked and issued from the central warehouse; determines the method for the movement of such items and the manner in which they will be stocked and issued.

Reviews monthly reports dealing with inventory value, items outstanding on back order, out of stock items, and the inventory turnover rate by location; maintains the Fleet parts and materials central order data base; research vendors for parts, supplies, and cost;

Reports to the Materials Manager any purchase(s) that are not in compliance with departmental policy; verifies that parts, materials and contract services are requisitioned in accordance with departmental policies and directives; sets storeroom order priorities including unit inventory, parts estimates, parts for scheduled maintenance and other related priorities; researches and writes specifications for materials and supplies.

Implements new procedures to provide more economical and efficient operating practices; reviews stores and storage problems of automotive parts and makes recommendations for the more efficient utilization of equipment and space; designs stores layout and special containers needs.

Confers with the Materials Manager or the administrative superior in regard to assignment of stores personnel or central ordering personnel; ensures awarded vendors are used in conformance with City Contracts; delegated as an essential employee during emergencies events.

Assists with research and analysis for use in meetings and communications with vendors, manufacturers, and after-market automotive suppliers in relation to discrepancy resolution for automotive parts for vehicles; verifies part warranty information when needed.

Trains and instructs related Fleet personnel at various training locations.

Performs related work as required.

REQUIRED KNOWLEDGES, SKILLS AND ABILITIES

KNOWLEDGE OF:

· automotive industry parts, materials, supplies and equipment used in the maintenance and repair of a wide variety of automotive vehicles and equipment

· departmental purchase and requisition procedures

· supervisory methods and techniques

· departmental stock and unit down procedures

· Fleet Services computer system, creation of reports, utilization of Inventory screen and reports

· Microsoft Excel advanced levels

· Microsoft Word

· ADPICS inventory system

· PHL requisition system

· departmental ordering procedures

· departmental guidelines and City disposal procedures of surplus and obsolete items

ABILITY TO:

· effect maximum utilization of assigned store space and personnel

· make inspections of automotive parts and equipment in relation to purchase orders and specifications

· plan and manage a centralized storeroom and to keep pertinent inventory records and reports

· plan and manage a centralized ordering unit to track and monitor all orders and create purchase orders

· lay out the stores room according to the problems of a department

· utilize Microsoft Excel to create spreadsheets

· create and interpret usage reports by location by vehicle type

· communicate professionally with vendor representatives

· conduct internet research for vendor products

· create and interpret fleet inventory reports on usage

· plan, organize and effectively direct the system of stores control

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 4/22.)

EDUCATION:

Education equivalent to completion of the twelfth school grade.

AND

GENERAL EXPERIENCE:

Five years of stores or procurement experience.

AND

SPECIFIC EXPERIENCE:

Two years of experience as a Fleet Stores Manager.

Three years of experience as a Departmental Procurement Specialist in the centralized fleet agency.

Any equivalent combination of acceptable training and experience determined to be acceptable by the Office of Human Resources which has included the specific experience.

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

LICENSES, REGISTRATIONS, AND/OR CERTIFICATES

Possession of a valid proper class motor vehicle operator's license as issued by the Commonwealth of Pennsylvania prior to appointment and during tenure of employment as a Fleet District Stores Manager, if required by work assignment.

Class Established: 6/62

Spec. Revision:

CSC – 11/10

Ad. Board – 12/10

Latest Spec. Revision:

CSC – 4/22

Ad. Board – 5/22