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HomeMy WebLinkAboutParts Data Entry Clerk - TransitCITY OF IOWA CITY - Job Description Job Class #07-08 FLSA Non-Exempt Civil Service Identification Position Title: Parts/Data Entry Clerk – Transit Department: Transportation Services Division: Transit Supervisor: Operations Supervisor Job Summary Under general direction, coordinates the distribution and inventory of transit maintenance parts. Issues parts to mechanics and completes purchase orders and requisitions. Answers phones, uses word processing and spreadsheet software to compile reports, and performs other administrative tasks as assigned. Essential Job Duties and Responsibilities Stocks vehicle maintenance parts and issues parts to mechanics as needed; assists mechanics in locating correct parts in stock and in the catalogs. Obtains part numbers and purchases parts and supplies for the repair and maintenance of a variety of vehicles and equipment. Maintains and updates parts manuals and parts price lists. Posts invoices with appropriate code numbers/account numbers; matches credit card invoices with charges for department as well as building maintenance. Receives and stocks supplies and parts; operates forklift as needed. Enters inventory, technician work orders, vehicle cost records and part receipts into computerized maintenance system; generates various related reports as required. Completes purchase orders and requisitions. Prepares outside work authorization. Checks parts received for accuracy and returns damaged goods. Picks up parts outside of shop as needed. Conducts inventories annually and maintains adequate inventory of parts, including fare box parts. Orders sign materials for Streets and other City divisions; orders chemicals for building maintenance and bus repairs as needed; orders parts for vans. Monitors procurement cards and purchase requests. Job Class #07-08 Transit Page 2 Updated 01/16/2020 Works with a variety of vendors to get the best pricing, quality, timeliness and to resolve issues; checks on back orders and status of parts with vendors. Answers phones, provides general transit information to the public, takes messages and directs phone calls as needed. Enters data into computer, prepares transit maintenance reports and compiles transit maintenance statistical data. Collects, compiles and tracks data as requested to meet federal reporting requirements or as requested for special projects. Designs database and spreadsheets for applications; utilizes appropriate computer applications. Prepares bi-weekly time cards and records, overtime compensation accrual records and sick leave charts for divisional employees; monitors and records employee attendance forms. Utilizes appropriate software applications such as spreadsheets and word processing to complete job tasks. Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs all other related duties as assigned. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel; and talk and hear. The employee is occasionally required to stand, walk , reach with hands and arms; climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 100 pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is occasionally exposed to high, precarious places, fumes or airborne particles, toxic or caustic chemicals, outside weather conditions and explosives. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification High school degree or equivalent required. One year of experience of general office/clerical experience required. Valid Iowa driver's license with satisfactory driving record required. Must be 18 years of age per Iowa Code 92.8. Must pass criminal background check. Job Class #07-08 Transit Page 3 Updated 01/16/2020 Preferred Education, Experience and Certification One year experience in parts inventory maintenance or related field preferred. Knowledge, Skills, and Abilities Knowledge of general mechanic methods, materials and techniques. Knowledge of City purchasing policies and procedures. Skills in use of computers and a fork lift. Ability to read and interpret technical materials and price manuals and illustrations. Ability to perform basic mathematical calculations. Ability to prepare written work instructions and reports. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.