Job Description

Overall Job Objective

Description

The Parts & Service Coordinator is responsible for supervising staff and coordinating repairs and maintenance activities in the Fleet Services Shop. They provide a point of communication between customers or user departments and fleet services division staff.  This position coordinates the parts and services for emergency vehicles and light and heavy operated equipment.

The City of Littleton is a vibrant community south of Denver with over 45,000 residents and a historic downtown. Dream Vacation Magazine recently ranked the City of Littleton as the 13th Best Place to Visit in Colorado and in 2018, wallethub.com ranked Littleton as the 8th Best Small Cities in America. 

The City of Littleton offers a generous benefits package including paid time off, retirement matching, no cost premiums for dental and vision + a dedicated employee clinic...to name a few!

Hiring Range: $28.63-30.77
Typical Starting Salary: $28.63

Essential Duties & Reponsibilities

  • Creates and coordinates work orders and assigns scheduled repairs or maintenance activities.
  • Records work order information into a computer. Orders non-inventory parts needed by fleet technicians for vehicle maintenance and repair. Operates a vehicle to pick-up parts and also transfers vehicles to/from the fleet Services shops.
  • Purchases, receives, issues and controls the inventory of automotive and equipment parts, supplies and materials as directed by the Fleet Services Manager.
  • Leads, monitors and evaluates the work of the Fleet Parts Assistant. Includes training and instructing as needed.
  • Monitors work in progress, insures work orders are kept in proper status, insures that all charges are properly posted and closes work orders when complete.
  • Contacts vendors and coordinates sublet jobs and vehicle movement.
  • Stores, catalogues and maintains a shop library, to include service manuals, on-line information systems and training materials, as needed.
  • Assists in the coordination of vehicle and equipment acquisition and disposal.
  • Maintains work area and equipment in an orderly fashion and participates in the safety and security of the work environment. 
  • Using CCG-FASTER FMIS, records work order information into a computer to maintain an inventory record of parts used on certain vehicles.
  • Participates in the new vehicle check-in process and identifies filters and other common parts needed for stock. Generates associated parts lists in the FMIS.
  • Monitors the use, maintenance and storage of shop equipment and tools.
  • Maintains a storeroom parts inventory, setting stock levels and reorder points. Applies industry standard best practices to manage inventory levels, carrying costs and turnover rates.
  • Performs monthly and annual cyclical inventory checks as established in the FMIS.
  • Verifies that all parts are correctly billed. Reviews all orders and receipts for accuracy.
  • Uses the electronic fluids inventory system (LFC) to maintain adequate levels of bulk lubricants and provide accountability.
  • Identifies obsolete parts through the use of reports in the FMIS and eliminates those parts according to policy while recovering maximum value.
  • Negotiates and track parts warranties, core returns and credits.
  • Able to execute audit trails to for investigation of inventory discrepancies and/or billing errors.
  • Reconciles p-card statements according to established Finance department policy.
  • Operates a vehicle to pick-up specialized parts from suppliers and pick-up and delivery (transfer) of vehicles as needed.
  • Maintains an up to date file of MSDS sheets for all products in inventory that require such.
  • In combination with or in the absence of the Fleet Equipment Supervisor, prices and orders fuel needed for city vehicles; downloads fuel information in computer database.
  • Performs necessary opening and closing procedures of shop and parts area.
  • Maintains work area, tools and equipment in a clean and safe condition; responsible for reporting unsafe acts or conditions to supervisor.
  • Performs administrative functions and supervises other Fleet Services Division staff in the absence of the Fleet Equipment Supervisor.
  • May serve as an Emergency Worker.
  • Performs similar duties and projects as assigned.

Education, Formal Training & Experience

  • A high school course or its equivalent; and
  • A minimum of five (5) years related work experience in a shop/parts environment with a preference for customer service and management functions; and  
  • Ability to obtain within 6 months a minimum of two (2) ASE certifications, with a preference for a "Service Writer" certification; or
  • Requires an equivalent combination of formal education, training or experience that produces the required knowledge, skill and abilities to perform the essential duties and responsibilities of the position; and
  • Requires a valid Colorado Class B Commercial Driver's License and a qualifying driver's history as prescribed by the city's Personnel Policies and Procedures.

Knowledge, Skills, Abilities

  • Requires expert knowledge of vehicle parts, components, maintenance and repair practices and shop management procedures and the skill and ability to apply that knowledge to perform the essential functions of the position.
  • Requires advanced computer literacy and basic keyboard typing and function skills and the ability to learn and use computerized information systems, including a fleet maintenance system, basic windows, e-mail and the Internet.
  • Requires working knowledge of inventory management practices, particularly as it pertains to the automotive industry.
  • Requires expert ability to effectively guide staff members through the daily management of work flow.
  • Requires the skill and ability to safely and effectively operate vehicles and equipment in order to perform essential job functions.
  • Requires advanced oral and written communication skills; the ability to communicate verbally, in-person, by telephone and by two-way radio; ability to read, interpret and use: parts catalogues and manuals, guidelines and checklists; vehicle and equipment diagrams and manuals; MSDS sheets; manufacturers guides for various operations; written supervisor instructions and other written materials; keep accurate records and complete forms.
WORKING ENVIRONMENT, & PHYSICAL REQUIREMENTS: 
  • Work is performed indoors in a vehicle maintenance (shop) environment.  Minimal outdoor work includes the operation of a variety of city vehicles to pick-up parts and transfer vehicles. This work environment includes: exposure to prevailing weather and road conditions; including extreme cold, with or without temperature changes; extreme heat with or without temperature changes; wet and/or humid weather conditions, snow ice, hail and rain; vehicle and equipment vibration and noise estimated at up to 90 decibels of unprotected exposure for an average of up to 10-15 minutes per day (the use of hearing protection devices to reduce noise exposure to acceptable OSHA levels is mandatory); occasional exposure to fumes, odors, dusts, mists and gases; frequent exposure to mechanical hazards; occasional exposure to toxic and caustic chemicals, including battery acid and cleaning solvents.
  • Requires the ability to perform work that is considered to be moderate in nature; involving the handling of objects weighing up to 50 pounds occasionally and/or up to 20 pounds frequently with or without assistance.

Application Instructions

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