Fleet Inventory Specialist
City of McKinney, TX - McKinney, TX

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Under general supervision, the purpose of the position is to manage Fleet parts inventory by performing parts supply functions and maintaining parts warehouse inventories and records. The position is also responsible for procuring parts for planned and in-progress vehicle and equipment maintenance and repair work, issuing parts, supplies, and tools to Fleet personnel engaged in maintenance of City owned vehicles and equipment, and to ensure citywide fuel inventories are at optimum levels and inventorying surplus vehicles and equipment.

Duties and Responsibilities/Knowledge, Skills, Abilities and Behaviors:


Comply with all written City policies and procedures.

Adhere to assigned work schedule outlined in City or department attendance policies and procedures.

Update and maintain HTE Fleet management database for parts and fuel inventory control.

Maintain parts inventory of vehicles and equipment, and accountability of purchases and issued parts.

Perform periodic parts inventory spot checks to check accuracy of inventory records.

Interface with Fleet staff to determine appropriate inventory levels and utilization of current inventory. Provide liaison assistance between Fleet and departments for requests, notifications, etc.

Generate purchase requisitions, order, receive, and issue parts, supplies and tools, ensuring correct quantity, quality, and price against invoices, purchase orders, packing slips, and specifications.

Process invoices and other paperwork associated with repairs, parts, supplies, and materials.

Record and maintain parts and inventory purchasing records to provide audit trails for all purchases.

Troubleshoot parts accounting issues regarding inventory levels, damaged or backordered materials.

Record parts and materials on work orders: parts used, mileage, brief description of work, etc.

Maintain record files on City vehicles and equipment: date of repairs, parts used, mileage, and a brief description of work performed, etc.

Coordinate the collection and disposal of shop generated waste oil, antifreeze, tires, batteries, etc.

Attend related workshops, trainings, and conferences.

Observe and promote safe work practices and procedures.

Adhere to proper cleaning methods, storage and proper care of equipment and supplies.

Maintain a clean and safe work area by keeping the parts room neat and orderly and completing updates as needed.

Immediately report all accidents and/or potential hazards to supervisor.

Performs other related duties as assigned.


Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

Requires the ability to perform simple movements requiring moderate coordination, such as those required to operate office equipment or computer equipment.

Ability to work in a team environment; contribute as a team member and treat co-workers, subordinates, and customers with respect.

Communicate effectively both orally and in writing.

Build professional relationships with internal staff and customers.

Offer flexibility and adaptability, especially during times of change.

Minimum Requirements:

High school diploma or GED; supplemented by three (3) years of experience and/or training involving purchasing/buying, warehousing/inventory, office administration, or personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills and abilities for this position; and a valid Texas Class C Driver’s License.

Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.


Familiarity with HTE fleet management software and prior municipal fleet management experience is preferred. Thirty (30) college credit hours are also preferred.

Physical Demands/Supplemental:


Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.

There is limited exposure to environmental conditions.


The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.