ACE

PURCHASING/INVENTORY CONTROL COORDINATOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general supervision of the Buyer/Stores Supervisor, performs duties related to the purchase of equipment, materials and supplies stocked in City Stores; inputs Purchase Orders and maintains computerized inventory and related records; receives, stores, and issues a variety of supplies, materials, and equipment; performs the duties of the Storekeeper/Receiving Clerk in his/her absence.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Performs purchasing functions in accordance with daily replenishment requirements for City Stores; purchases equipment, materials and supplies according to City Store policies.
• Develops and maintains a professional business rapport with vendors.
• Maintains computerized inventory records on a daily basis; inputs purchase orders.
• Researches products using catalogs, Thomas Registers and other means available.
• Maintains perpetual physical inventory of warehouse stock.
• Maintains records of items received.
• Verifies quantities and types of items received against invoices, purchase orders and/or freight bills.
• Receives, stores, and issues a variety of supplies, tools, materials, and equipment.
• Works with co-workers and vendors to resolve various issues and problems such as stocking new items, damaged products and handling returns.
• Operates various office equipment in the course of duties such as a personal computer, fax machine, copier, and adding machine.
• Operates delivery truck, forklift, electric lift or other light motor vehicle to pick up, deliver, or move parts or supplies.
• Assists with annual physical inventory of warehouse stock.
• Provides vacation and temporary relief as needed.
• May exercise supervision over the Storekeeper/Receiving Clerk.
• Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Purchasing principles and practices.
• Warehouse operations and methods.
• Shipping and receiving practices, procedures and terminology.
• Safety principles and practices; state and federal health and safety rules and procedures.
• Modern office equipment and machines.
• Computer operating procedures.
• Principles and practices of customer service.
• Basic principles of supervision and training.

Ability to:

• Follow oral and written instructions.
• Learn Municipal Purchasing practices, and common Purchasing terminology.
• Comply with all state and federal health and safety rules and procedures.
• Follow established safety practices.
• Establish and maintain effective working relationships with vendors.
• Exercise good judgment and confidentiality in maintaining sensitive information.
• Learn required software programs utilized in inventory management and control.
• Prepare and maintain a variety of purchasing, inventory, and warehouse records.
• Physically and safely lift 100 lbs.
• Work with Storekeeper/Receiving Clerk to maintain an efficient storeroom.
• Supervise and train subordinate employees.
• Operate and use various warehouse equipment including a forklift and electric lift.
• Operate and use various office equipment including a personal computer, fax machine, copier, printer, and adding machine.
• Verbally communicate effectively with outside vendors, as well as City workforce and immediate co­workers.
• Establish and maintain effective working relationship with others and contribute to a successful City Stores team.
• Show awareness and respect for the diversity of the City workforce and community.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: Graduation from high school or equivalent.

Experience: Three years experience in purchasing and materials handling or systemized storekeeping.

License or Certificate - Must possess and maintain a valid Class C California driver’s license or the ability to provide transportation. Must be able to obtain a forklift certification within three (3) months of employment.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Exposure to extreme heat, cold and humidity of open warehouse; CONSTANT exposure to fumes and odors of gasoline, solvents and cleaning compounds; dust; toxic substances of solvents and chemicals; temperature swings from office to warehouse and outdoors; mechanical hazards of forklift; chemical hazards of batteries, cleaning compounds, flares and solvents. Work hours are 80-hour pay periods with scheduled breaks and lunch period. Overtime may be required infrequently due to workload. Work setting is informal, both team and autonomy oriented, having both routine and variable tasks in a sometimes fast-paced and pressured environment. Work is performed indoors and outdoors, on the ground and in high, exposed areas.

Physical: CONTINUOUS lifting of objects weighing up to 25 lbs.; sitting, walking; standing; bending and stooping; squatting; climbing; kneeling; balancing; crouching; reaching at and above shoulder height; pushing/pulling; twisting at waist; upward and downward flexion of neck; side-to­side turning of neck. OCCASIONAL lifting/handling of objects weighing up to 100 lbs.; fine finger dexterity and light to moderate finger pressure to manipulate a computer keyboard and adding machine; grasp to hold/carry boxes and operate forklift; pinch/grasp to file and manipulate writing instruments.

Vision: See in the normal visual range with or without correction to perform visual inspections; clerical duties; and receiving, inspecting and storing of items. Vision sufficient to operate equipment; read computer screens, orders, inventory records, receipts, reports and other printed documents.

Hearing: Hear in the normal audio range with or without correction.

Date: June 2003
Revised by Department-MH