Parts Clerk - Public Works
City of Rochester, MN - Rochester, MN

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The Public Works Department, as a division of the City of Rochester, Minnesota (population 106,000) is responsible for planning, programming, design, construction, and maintenance of public works facilities. This includes street infrastructure, street lighting, traffic control, sanitary and storm water, water main, and waste water treatment facilities, as well as on-street and off-street parking, and coordination of mass transit modes.

Public Works

"First-Class City, First-Class Service"

Nature of Work:

This position is responsible for maintaining an adequate supply of parts and completing inventory control records. Duties include performing manual and clerical functions in procuring, recording, storing, and issuing parts for the repair and maintenance of automotive and heavy equipment; building supplies, parts and materials; and other related items.

Starting salary is $18.99 per hour, with advancement to $24.86.


*INVENTORY CONTROL - Maintains a perpetual, computerized inventory control system:
Determines if inventory quantities are sufficient for the departmental needs; orders more materials as necessary or as seasonal needs dictate.
· Recommends needed adjustments to stock order points and maximum inventory limits in accordance with stock replenishment requirements.
· Receives ordered items from suppliers and inspects to assure quantity and quality of item received agrees with order specifications; verify accuracy of purchase order; receive items into computer and stores items in the assigned inventory location.
· Loads and/or unloads parts, drives vehicles, and operates appropriate equipment, including forklift and pallet jack, when moving or transferring inventory.
· Assist with cycle counts of physical inventory and reconciles against computer generated inventory reports and documents reasons for discrepancies.
· Maintains a clean and orderly storeroom to ensure safe and efficient work area.
*PURCHASING – Compares prices, specifications, and delivery dates in order to determine the best value among potential suppliers:
Locates and researches vendors to check on availability of items and obtains competitive quotes on inventory items.
· Develops ordering parameters to include minimum/maximum quantities, lead time and reorder points.
· Monitors orders for adherence to quoted lead times, prices, and product specifications; contacts suppliers if deviations in quoted items occur, as appropriate.
· Tracks order lead times on inventory items; follows up on orders not received by promised date.
· Contacts suppliers in order to schedule or expedite deliveries and/or to resolve shortages, missed or late deliveries, and other problems.
· Orders parts from vendors that are not in stock, but required for immediate repairs.
· Picks up emergency supplies from vendors and make deliveries to worksites, if necessary.
· Prepares purchase orders and sends copies to suppliers.
· Calculates appropriate sales tax on qualifying purchases.
· Compares invoices with quotes and purchase orders in order to verify accuracy and forwards for payment.
*PARTS DISTRIBUTION – Participates in front counter activities including issuing parts and supplies:
Processes work orders or requisitions.
· Retrieves items from inventory.
· Verifies retrieved stock items with work order request or requisition.
· Issues stock items to mechanics and/or loads and delivers item(s), if necessary.
· Logs stock items out of inventory.
· Charges requested items against the proper work order, vehicles, equipment and/or business unit.
· Supports inventory operations by providing on-the-job training; by troubleshooting issues at various phases of the receiving and distribution cycle; and by serving as a liaison between purchasing, vendors and other staff members in resolving operational issues.
*RECORDKEEPING – Completes inventory control documents and other related paperwork:
Resolves discrepancies in receiving by identifying damaged items, shortages and/or quantity of materials; confers with various entities to make adjustments, correct shortages, and obtain credits.
· Returns wrong, defective or warranty items and completes necessary follow through with vendors to ensure maximum asset recovery.
· Physically counts inventory items to verify accuracy and prepares inventory reports.
· Extracts a variety of lists and reports including inventory discrepancies and missing items.
· Reconciles discrepancies between actual versus data records and documents corrective action.
· Compiles information on receipt or disbursement of inventory; computes inventory balance, price, and sales tax.
· Maintains accurate Material Safety Data Sheet (MSDS) information for inventory items.

Performs other duties as assigned or necessary.



Education and Experience

High School Diploma or equivalent GED; AND at least 3 years of progressively responsible inventory control and/or purchasing experience using a computerized inventory system as well as the ability to operate a forklift and pallet jack.

Licenses and/or Certifications

Valid driver's license

Desirable Qualifications

Previous automotive and/or heavy equipment inventory experience using the JDE Fleet Maintenance Module or comparable computer program.



Knowledge of: Personal computers and software packages, including specific knowledge of MS Word, Excel and computerized inventory control systems; Automotive and equipment parts and supplies; Standard store keeping and inventory control methods, practices and procedures; OSHA regulations that pertain to Right-to-Know and the proper storage and handling of hazardous materials/supplies.

Skill in: Computer, data entry and keyboard usage; Performing basic math calculations; Performing stockroom and inventory procedures, including order picking; Operating a forklift or other power driven equipment to move or lift supplies and equipment; and Recognizing basic mechanical parts.

Ability to: Multitask while using good judgment; Organize and analyze data; Plan and organize work; Meet schedules and time lines; Maintain records; Perform related clerical duties with speed and accuracy; Learn sources of supply and basic purchasing techniques; Read parts catalogs; Order parts needed from outlined specifications; Maintain, audit, analyze and reconcile a variety of reports; Communicate clearly and concisely, orally and in writing; Establish and maintain effective working relationships with employees, vendors, customers, and the general public as necessitated by work; Read, apply, and explain rules, regulations, policies, and procedures; Safely lift or move 50 pounds and unload deliveries of heavy items with or without assistance; Apply appropriate safety practices.

In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

This position performs Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Work is performed in a warehouse setting adjacent to the work bays where the mechanics work with typical exposure to noise, fumes, odors and hazards.

A majority of the time is spent standing, walking and lifting, with little time spent sitting.

Weights of objects to be moved/lifted/carried range from fifty (50) to seventy-five (75) pounds.

Audio, visual and verbal functions are vital aspects to performing this position, as well as the ability to operate motorized machines and equipment.

Parts Clerk
Public Works
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