Stores Administrator

Stores Administrator

The Sacramento Fire Department's Emergency Medical Services (EMS) Division is seeking a Stores Administrator to manage the division's procurement, inventory, and logistics operations. This position oversees the purchasing, receiving, stocking, and distribution of EMS medical supplies across all stations and apparatus, ensuring accurate inventory levels and timely deliveries. The role supervises logistics staff, maintains compliance with Sacramento County EMS requirements, and supports a variety of EMS programs by coordinating the procurement of specialized supply as needed.

This position monitors supply chain conditions and maintains essential equipment and technology systems to ensure the Department's emergency medical response operational readiness.

The ideal candidate will bring strong experience in procurement, inventory oversight, and logistics operations, with the ability to manage complex supply chains and anticipate operational needs across a high-volume EMS system. The ideal candidate will demonstrate effective leadership skills, including the ability to guide and support logistics staff while maintaining accuracy and efficiency in fast-paced environments. Strong communication, organizational awareness, problem-solving abilities, and the capacity to adapt to evolving priorities will contribute to success in this role.

A background in public agency purchasing, vendor coordination, and technology-based inventory systems is highly desirable, along with familiarity in supporting medical equipment and specialized EMS programs.

An incumbent in this class is responsible for administering and managing the operations of one or more departmental store keeping facilities, and for assisting higher-level management in the strategic development and implementation of effective and efficient store keeping practices. Responsibilities typically include direct supervision over lower level personnel.

• Plan and coordinate the procurement, inventory and internal distribution of materials, supplies and equipment; confer with management, operations superintendents and other City staff regarding organizational store keeping needs, policies, procedures, rules and regulations.
• Provide management oversight of contract provider when services are outsourced.
• Interpret City policies and procedures pertaining to store keeping activities.
• Plan, monitor and administer day-to-day store keeping operations in order to ensure compliance with laws, regulations, standards and requirements.
• Identify the need for policy and procedural enhancements; conduct surveys, studies and benchmarking analyses of other agencies; conduct related data analyses and provide summary reports to management.
• Participate in the development and implementation of department/division policies, procedures, goals, objectives and priorities as required for effective development and implementation of action plans in support of the section's mission and vision; identify resource needs; develop, recommend and implement methods of maximizing stores-related technology services.
• Maintain comprehensive vendor information necessary for sourcing inventory such as special order mechanical, machinery, plumbing, computer and office tools/supplies.
• Establish and renew annual purchase orders, develop new resources and contracts for materials and supplies to provide cost effective purchasing according to City business goals and procurement policies.
• Prepare or direct the preparation and posting of procurement-related RFP's and RFQ's to the City's website; review bids and recommend successful bidders.
• Prepare or direct the preparation of advertisements, schedules and bid documents pertaining to the disposal of surplus items.
• Plan and supervise the work of onsite and remote staff; conduct employee evaluations and provide training and staff development.
• Prepare store keeping-related budgets for the purchase of materials, equipment, supplies and services.
• Forecast material and supply requirements based on past demand, current purchasing and inventory practices and projected needs in order to ensure that adequate quantities and types of items will be available.
• Prepare reports showing the need for increases to existing purchase orders, based on actual and projected expenditures; review inventory and stock rotation data to ensure that budget projections are met.
• Direct and review the preparation and maintenance of records used in the receipt and issuance of all stock items.
• Prepare and process procurement documents such as requisitions, vouchers and justifications.
• Resolve difficult or sensitive vendor, employee and/or customer issues.
• Ensure adequate repair and timely preventive maintenance of tools and shop equipment; establish vendor agreements and monitor costs associated with outsourced tool repair.
• Supervision of tool repair functions and activities.
• Coordinate special procurement requests and emergency purchases of tools, equipment, supplies and…