HomeMy WebLinkAboutParts & Data Entry Clerk - TransitUpdated: August 2025 (Admin Review)
CITY OF IOWA CITY – JOB DESCRIPTION
Position Title: Parts/Data Entry Clerk – Transit
Department: Transportation Services
Division: Transit
Supervisor: Operations Supervisor
FLSA: Non-Exempt
Civil Service: Yes
Pay Grade: 7
Job Number: 0708
Job Summary
Under general direction, coordinates the distribution and inventory of transit maintenance
parts. Issues parts to mechanics and completes purchase orders and requisitions. Answers
phones, uses word processing and spreadsheet software to compile reports, and performs
other administrative tasks as assigned.
Essential Job Duties and Responsibilities
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 locating 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 requisitions.
• 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, timeliness and to resolve
issues, checks on back orders and status of parts with vendors.
• Answers phones, provides general transit information to the public, takes messages and
directs phone calls as needed.
• Enters data into computer, prepares transit maintenance reports and compiles transit
maintenance statistical data.
• Collects, compiles and tracks data as requested to meet federal reporting requirements
or as requested for special projects.
Updated: August 2025 (Admin Review)
• Prepares bi-weekly timecards and records, overtime compensation accrual records and
sick leave charts for divisional employees; monitors and records employee attendance
forms.
• Conducts self in a professional manner which demonstrates courtesy and respect for all
community members and coworkers.
• Performs other duties 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 combination of education and experience. Experience in general
office/clerical work.
• Forklift operator’s certificate. Valid State of Iowa driver’s license with a satisfactory
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 educational institution; or two years of related
experience and/or equivalent combination of education and experience. Experience in
parts inventory maintenance or related.
Knowledge, Skills, and Abilities
• Ability to apply common sense understanding to carry out instructions furnished in
written, oral, or diagram form.
• Ability to calculate figures and amounts such as discounts, interest, commissions,
proportions, and percentages.
• Ability to deal with problems involving several concrete variables in standardized
situations.
• Ability to prepare written work instructions and reports.
• Ability to read and interpret technical materials and price manuals and illustrations,
safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to reliably and predictably carry out duties.
• Ability to speak effectively before groups of customers or employees of organization.
• Knowledge of City purchasing policies and procedures.
• Knowledge of general mechanic methods, materials and techniques.
• Skill in use of a forklift.
• Skill in using computers and applicable software applications (Microsoft 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: August 2025 (Admin Review)
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, Transportation 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
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