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HomeMy WebLinkAboutParts Data Entry Clerk - TransitUpdated: March 2024 CITY OF IOWA CITY – JOB DESCRIPTION Posi�on Title: Parts/Data Entry Clerk – Transit Department: Transporta�on Services Division: Transit Supervisor: Opera�ons Supervisor FLSA: Non-Exempt Civil Service: Yes Pay Grade: 7 Job Number: 0708 Job Summary Under general direc�on, coordinates the distribu�on and inventory of transit maintenance parts. Issues parts to mechanics and completes purchase orders and requisi�ons. Answers phones, uses word processing and spreadsheet so�ware to compile reports, and performs other administra�ve tasks as assigned. Essen�al Job Du�es and Responsibili�es The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Stocks vehicle maintenance parts and issues parts to mechanics as needed; assists mechanics in loca�ng 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, verifies for accuracy, returns damaged goods. • 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 requisi�ons. • Picks up parts outside of shop as needed. • Conducts inventories annually and maintains adequate inventory of parts, including fare box parts. • Monitors procurement cards and purchase requests. • Works with a variety of vendors to get the best pricing, quality, �meliness and to resolve issues, checks on back orders and status of parts with vendors. • Answers phones, provides general transit informa�on to the public, takes messages and directs phone calls as needed. • Enters data into computer, prepares transit maintenance reports and compiles transit maintenance sta�s�cal data. • Collects, compiles and tracks data as requested to meet federal repor�ng requirements or as requested for special projects. Updated: March 2024 • Prepares bi-weekly �mecards and records, over�me compensa�on accrual records and sick leave charts for divisional employees; monitors and records employee atendance forms. • Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. • Performs other du�es as assigned. Minimum Education, Experience, Certification/Licensure, Other • High school diploma or G.E.D. and one year of related experience or training; or equivalent combina�on of educa�on and experience. Experience in general office/clerical work. • Forkli� operator’s cer�ficate. Valid State of Iowa driver’s license with a sa�sfactory driving record required. Must be 18 years of age. Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • Associate’s degree from an accredited educa�onal ins�tu�on; or two years of related experience and/or equivalent combina�on of educa�on and experience. Experience in parts inventory maintenance or related. Knowledge, Skills, and Abili�es • Ability to apply common sense understanding to carry out instruc�ons furnished in writen, oral, or diagram form. • Ability to calculate figures and amounts such as discounts, interest, commissions, propor�ons, and percentages. • Ability to deal with problems involving several concrete variables in standardized situa�ons. • Ability to prepare writen work instruc�ons and reports. • Ability to read and interpret technical materials and price manuals and illustra�ons, safety rules, opera�ng and maintenance instruc�ons, and procedure manuals. • Ability to reliably and predictably carry out du�es. • Ability to speak effec�vely before groups of customers or employees of organiza�on. • Knowledge of City purchasing policies and procedures. • Knowledge of general mechanic methods, materials and techniques. • Skill in use of a forkli�. • Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word, Excel, Outlook). Supervision No supervision of direct reports. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Updated: March 2024 Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Darian Nagle-Gamm, Transporta�on Services Director (4/2024) I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________