HomeMy WebLinkAboutParts & Inventory Clerk - EquipmentUpdated: August 2025 (Admin Review)
CITY OF IOWA CITY – JOB DESCRIPTION
Position Title: Parts/Inventory Clerk – Equipment
Department: Public Works
Division: Equipment
Supervisor: Assistant Superintendent – Equipment
FLSA: Non-Exempt
Civil Service: Yes
Pay Grade: 8
Job Number: 0814
Job Summary
Under general direction, coordinates the distribution and inventory of municipal fleet
maintenance parts. Issues parts to mechanics and completes purchase orders and requisitions.
Administers fueling operations.
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 Equipment division’s invoices with appropriate account numbers.
• Checks the status of orders, receives and stocks supplies and parts, ensures orders are
accurate and prices are as quoted, returns damaged goods, works with numerous
vendors to obtain the best price.
• Enters inventory, technician work orders, vehicle cost records and part receipts into
computerized maintenance system.
• Generates various related reports as required.
• Reviews work orders for accuracy before finalizing and posting.
• Posts vendor repair invoices to work orders.
• Works with vendors for component repair and/or reconditioning.
• Operates equipment including forklift.
• Picks up parts outside of shop as needed.
• Orders fuel and maintains fuel inventory for all City departments, as well as outside
departments such as Iowa City School District, Johnson County departments, and
University Heights Police Department.
• Processes monthly chargebacks for all internal City divisions and outside entities;
submits final report to accounting.
• Maintains computerized City fuel sites and software and problem solves and repairs
City’s Fuel System.
Updated: August 2025 (Admin Review)
• Conducts cyclical inventories and maintains adequate inventory of parts.
• Creates standard operating procedures for parts administration and fuel administration.
• Reviews and posts motor pool charges.
• Acts as the City’s computerized fleet management system administrator, the primary
contact person to staff, trains staff on usage.
• Maintains file system with all Equipment division’s procurement card transactions.
• Reconciles and submits monthly P-card statements for all Equipment P-card users.
• Maintains current safety data sheets for Equipment division chemicals and products.
• 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
• 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, computer operations, or related.
• Forklift Certification required within 60 days of hire. Class A Underground Storage Tank
Operator Certification required within one year of hire. Valid State of Iowa driver’s
license with satisfactory driving record. 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 and one year of related
experience; or three years of related experience and/or equivalent combination of
education and experience.
Knowledge, Skills, and Abilities
• Ability to apply common sense understanding to carry out instructions furnished in
written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized
situations.
• Ability to perform basic mathematical calculations (such as discounts, interest,
proportions, percentages).
• Ability to prepare written work instructions and reports.
• Ability to read and interpret technical materials and price manuals and illustrations.
• Ability to reliably and predictably carry out duties.
• Ability to speak effectively before groups of customers or employees of organization.
• Ability to use computers for applications and data entry.
• Ability to use the City’s computerized fleet management and accounting software
programs.
• Knowledge of City purchasing policies and procedures.
• Knowledge of general mechanic methods, materials and techniques.
• Skill in use of forklift.
Updated: August 2025 (Admin Review)
• 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.
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 20 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: Ron Knoche, Public Works Director (4/2024)
Updated: August 2025 (Admin Review)
I have read and understand the duties 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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