Maintenance​/Parts Clerk

SCOPE OF RESPONSIBILITY

Under general supervision, prepares monthly maintenance reports/data entry using computerized maintenance system; organizes and controls vehicle parts rooms; monitors fuel usage and purchase; processes vehicle defect reports, maintains vehicle files, responsible for parts procurement, maintaining vendor relationships and performs all clerical functions for the Maintenance Department. All work is subject to review, checks and controls.

• Receive vehicle defect reports from drivers, both in written and electronic form, and process into work orders in the fleet maintenance program.
• Place parts and supply orders for fleet and facility departments.
• Place orders for office supplies.
• Create and complete purchase orders in the fleet maintenance program.
• Receive and process parts to work orders or stock.
• Create inventory tags for new parts.
• Maintain tire inventory; order as needed.
• Organize and control vehicle stock rooms.
• Preform multiple functions in the fleet maintenance program.
• Maintain and fix problems with the fuel system hardware and software.
• Monitor fuel use and place order for diesel fuel when needed.
• Enter fuel usage data from internal electronic fuel system and external fuel invoices in the fleet maintenance program.
• Add/update drivers and vehicles in fuel system as required.
• Add/update drivers and vehicles on vehicle inspection website.
• Maintain and fix problems with vehicle inspection hardware and software program.
• Process, track and code all vehicle maintenance and facilities maintenance invoices.
• Run various reports from the fleet maintenance and fuel programs for other staff members.
• Perform End of Period Reports and assist the Maintenance Manager with End of Year Reports.
• Prepare and assist with year-end inventory.
• Update fleet maintenance program with inventory losses and gains from quantity changes.
• Perform other related duties as required.

• High school diploma or equivalent. Post‑high school or vocational training is preferred.
• Two years general office experience with one year of data entry experience; training may be substituted for experience.
• Ability to operate a motor vehicle safely; clean driving record.
• Ability to communicate effectively and concisely, both orally and in writing, with agency vendors and all staff.
• Ability to work independently and under supervision as a team member in a cooperative and productive manner.
• Ability to read a variety of materials including parts books, manuals, invoices, statements, regulations and other printed or handwritten material.
• Demonstrated ability in basic math and use of office machines such as calculator, copier, and multi‑line phone/voicemail/intercom system.
• Ability to use personal computer including knowledge and experience with Microsoft Office programs, fleet management and inventory software programs.
• Ability to work well with vendors, the public, and fellow employees, conveying accurate information to management personnel or other parties and remaining professional at all times.

Must pass a pre‑employment substance abuse test as a condition of employment. This position is considered safety‑sensitive, as defined by the Federal Transit Administration (FTA), thus it is subject to random drug and alcohol testing and is subject to all other types of substance abuse tests as described in the policy.

If selected for the position, documentation of United States citizenship or an alien lawfully authorized to work in the United States will be required to establish identity and wo