Administrative Support Specialist - Inventory Control

The Administrative Support Specialist II
- Inventory Control manages inventory for the Equipment Operations Division and provides administrative support to the entire Public Works Department.

The duties and responsibilities of this job are performed with latitude for independent judgment in accordance with Department and City policies, Federal, State and Local regulations and are based on detailed knowledge of Department operations. Work is subject to periodic review by the supervisor, who provides input on and approval of recommendations, and discusses assignments, priorities, and work duties.

Manages inventory and provides administrative support for the Equipment Operations Division.

• Maintains inventory of, orders, purchases and returns parts and materials;
• Maintains fuel distribution reportsin fueling systemfor all City vehicles, including creating and coding gas keys and troubleshooting fuel system issues;
• Orders supplies for Public Works department , including but not limited to: safety supplies, Uniforms, Fuel Services and office supplies
• Tracks and codes all Equipment Operations invoices for purchases daily; other invoices for Public Works as needed
• Coordinates removal and disposal of hazardous waste and recyclables to various facilities;
• Maintains licenses and titles for all city vehicles, including working with the DMV ordering license plates, titles and tabs;
• Maintains all vehicle records in Computerized Fleet Management software (Currently CFA) and sends reports as requested.
• Creates reports, documents and presentations for Fleet Manager as requested

• Schedule, arrange and set up meeting rooms;
• Take and distribute meeting minutes;
• Send out meeting communications to Committee members

• Handles Public Works Uniform ordering and delivery and maintenance
• Prepares biweekly Overtime reports on time, and distributes them
• Prepares Requests for Purchase and Council Items for Fleet Operations and other Public Works divisions.
• Answers questions, resolves concerns, and provides information and/or materials to residents and the public via telephone, the City website, email, mail and in person;
• Codes invoices and keeps financial records for Public Works Department;
• Coordinates maintenance and repair of office equipment;
• Conducts research on City systems and databases and County records when requested;
• Photocopies, scans and prepare materials for distribution and/or mailings;
• Maintains Public Works Department files and records;
• Answers questions, resolves concerns, and provides information and/or materials to residents and the general public via telephone, the City website, email, mail and in person;
• Sends out Road closures and other pertinent urgent City information as requested
• Acts as Public Works Dept. editor of both internal and external websites
• Sets up annual Safety Trainings and track attendance for training hours
• Serves as primary back up to front desk during daily lunch break of Receptionist and as needed during coverage gaps (vacation, illness, etc.).
• Answers phones when rolled over to second lines as needed during busy times (during snowstorms, etc.)

• Represents the Public Works Department to other City Departments, the community and the public;
• Communicates well with others relating to work assignments and progress of work or to convey information about conditions or work-related needs

• Performs other duties and activities as assigned.

The job requires a high school diploma and two years of experience in an office setting, or equivalent experience. A valid driver’s license or evidence of equivalent mobility is also required.

Experience in a governmental setting and experience working with inventory control. Knowledge of Microsoft Office, Munis, Fuel master and/or CFA

• Knowledge of inventory…