7F48

PAY RANGE: N21

FLEET MATERIALS MANAGER

GENERAL DEFINITION

This is fleet materials management work in the Office of Fleet Management (OFM) with responsibility for developing and managing contracts and the purchasing and inventory operations of the City’s vehicle fleet. The employee directs the procurement and distribution for a diverse complement of vehicle components and replacement parts, materials, supplies, fuel and service. A significant aspect of this job includes the management of vendor contracts and management of the purchasing budget and monitoring vendor living wage standard as per the city terms and conditions. The employee is responsible for the development and implementation of initiatives designed to ensure appropriate inventory levels and contract services for unique and routine vehicle parts and components. The employee oversees, through subordinate managers, the centralized and secondary warehouse/distribution centers and the expedient and efficient distribution of parts and materials to OFM maintenance and repair facilities. The employee in this class is responsible for the preparation of design and technical vendor specifications, forecasts fleet usage trends and negotiates contracts with vendors to reduce departmental expenditure, such as fuel and outsourced vehicle maintenance costs. The employee in this class acts as a liaison between other OFM units, the Procurement Department and the Law Department.

Work is performed under the direction of the Deputy Fleet Manager.

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

• The position must be responsible for developing and managing contracts and the purchasing and inventory operations of the City’s vehicle fleet.
• The position must direct the procurement and distribution and reporting for a diverse complement of vehicle components and replacement parts, materials, supplies, fuel and service.
• Only one position may be allocated to this class.
• The position must be located in the Office of Fleet Management.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Directs through subordinate supervisors and managers, the procurement, storage, distribution and reporting for a diverse complement of automotive and heavy duty vehicle replacement parts, fuels, oils, supplies and equipment and contract services; initiates and coordinates the orderly procurement of all fleet-related parts, materials and contract services; collaborates with the City's central procurement agency on technical vehicle issues.

Manages and develops multi-million dollar contracts for parts, fuel, tools, and other automotive supplies; Creates, edits, and monitors bid specifications for automotive equipment, supplies and fuel;  attends pre-bid and post-bid meetings; monitors contracts after they have been awarded; prepares reports for Office of Economic Opportunity (OEO) regarding compliance with the City’s minority-owned business regulations.

Oversees the procurement of vehicle components, fuel, tools and supplies for the City’s vehicle fleet; collaborates on OFM’s purchasing procedures, development and monitoring of individual purchasing budgets; directs subordinates in maintaining OFM’s inventory; Serves as a liaison with various other departments and units including Risk Management (OFM), Procurement and the Law Department.

Manages through subordinate supervisors and managers OFM’s inventory of fuel and automotive parts; manages through subordinates the inventory control and needs of OFM relating to vehicle parts, tools, fuel and related services; handles fuel and parts budget; coordinates fleet-wide inventory control issues through subordinates; monitors, reports and oversees Class 200, 300 and 400 purchases for OFM;  reports overspending to district managers and supervisors; creates and reviews the Class 328 vehicles parts budget; reviews vehicle parts, fuel, cleaning agents to ensure the vendor has followed the contract specifications.

Manages a comprehensive, city-wide vehicle parts storage and distribution system, including a centralized warehouse/distribution center and a network of secondary storage and distribution facilities; projects future inventory needs of the City's preventive maintenance and repair facilities; establishes appropriate maximum and minimum stock levels, based on inventory control and ordering formulas; collaborates with OFM managers to determine and project departmental and equipment needs.

Monitors purchase orders; directs the preparation of parts, materials and service contract specifications; directs the establishment of delivery schedules; directs the maintenance of purchasing records, tracking expenditures and balances; conducts research and analyses in preparation for meetings and communications with vendors, manufacturers, and after-market automotive suppliers to evaluate cost and supply data and resolve discrepancies and complaints; directs the review of contracts and resolves problems with requisitioning, purchasing, shipping, billing or payment discrepancies; collaborates with original equipment manufacturers, vendors, after-market manufacturers and contractors to locate sources for specialized replacement parts and equipment; directs physical inventories at centralized and secondary warehouse/distribution centers.

Captures and analyzes cost and operational data relevant to parts, materials and service contracts and generates findings; analyzes historical equipment data and develops and/or revises procurement policies, processes and procedures where appropriate.

Prepares materials management data and other reports of parts, materials, and service contracts in progress.

Prepares reports for OFM, the Office of Economic Opportunity, Procurement and the Law Department regarding contract compliance.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• the automotive market including knowledge of the sources of supply, trade names and uses of specialized vehicles, fuels, oils, and equipment and replacement parts
• the application of management information systems and computer programs in directing an automotive equipment purchasing and distribution programs in a centralized warehousing/distribution operation
• practices and principles of procurement, stores management and inventory control in centralized and shop operations in a diverse vehicle environment
• municipal budgeting and accounting procedures relating to inventory management
• specification preparation, purchasing and requisition practices and procedures
• large scale store keeping and stock control principles, practices and methods.
• inventory management principles, practices, and techniques as applied to a large municipal fleet maintenance operation.
• contract management
• supervisory methods and techniques

ABILITY TO:

• plan, direct and coordinate the city-wide automotive vehicle purchasing operation
• plan, direct and coordinate the materials management activities of a high volume city-wide vehicle maintenance operation
• predict and maintain adequate fuel levels and replacement vehicle parts
• provide information and statistical data to service and support an automotive maintenance program
• prepare and interpret reports on stock levels, usage and other aspects of supply management
• prepare and interpret reports on encumbrances and expenditures
• effectively negotiate cost reductions and maintain inventory quality levels
• develop and institute requirements for the ongoing improvements to computerized equipment and materials inventories
• determine maximum utilization of assigned storage space and personnel
• analyze, determine and maintain minimum and maximum stock levels
• establish and maintain effective working relationships with representatives of other City departments, agencies, equipment manufacturers and suppliers, vendors, and associates

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 11/13.)

EDUCATION

Education equivalent to completion of the twelfth school grade.

AND
GENERAL EXPERIENCE

Four years of experience performing procurement work directing the processing of a large volume of procurement transactions for a City department

AND
SPECIFIC EXPERIENCE

Three years of experience performing office management work supervising the provision of administrative services that include preparing and controlling budget, planning, assigning, coordinating, and reviewing the activities of a subordinate clerical and technical staff engaged in the purchase of goods and service for a large centralized vehicle fleet.

OR

GENERAL EXPERIENCE

Four years of experience at the second supervisory level directing the operation of a centralized or multiple site automotive supply distribution program

AND
SPECIFIC EXPERIENCE

Three years of experience managing a city-wide centralized automotive parts stores operation

Or any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the specific experience described above.

NOTE: Classes that typically meet the training and experience requirements:

Administrative Officer – 2L20

Fleet District Stores Manager – 1F16

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 Pennsylvania driver license at the time of appointment

Class Established

CSC: 9/13

Ad. Board: 11/13

BC