Administrative Support Specialist - Inventory Control

City of Edina • Public Works 7450 Metro Blvd Edina, MN

5d • Onsite

About The Position

The Administrative Support Specialist II- Inventory Control manages inventory for the Equipment Operations Division and provides administrative support to the entire Public Works Department. The duties and responsibilities of this job are performed with latitude for independent judgment in accordance with Department and City policies, Federal, State and Local regulations and are based on detailed knowledge of Department operations. Work is subject to periodic review by the supervisor, who provides input on and approval of recommendations, and discusses assignments, priorities, and work duties.

Requirements

• High school diploma and two years of experience in an office setting, or equivalent experience.
• A valid driver’s license or evidence of equivalent mobility is also required.
• Knowledge of inventory control processes and procedures.
• Knowledge of governmental practices and policies.
• Knowledge of general accounting principles sufficient to code invoices in accordance with budgetary constraints.
• Ability to perform work requiring a high degree of concentration and judgment in interpreting practices and procedures to solve problems.
• Ability to work independently and to prioritize work requests.
• Knowledge of and ability to use City computer systems and programs.
• Knowledge of and ability to operate current standard office software sufficient to manipulate data, draft reports and maintain records.
• Verbal and written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand and interpret complex and varied work-related materials.
• Demonstrates the desired standard of conduct and work performance including confidentiality and privacy requirements of the Department.
• Interpersonal skills sufficient to exchange and/or convey information, receive work direction, and maintain effective working relationships.
• Ability to relate and work effectively with people from diverse cultural, economic, and ethnic backgrounds.
• Lifting or carrying limited to 25 pounds intermittently.
• Work interruptions are frequent.

Nice To Haves

• Experience in a governmental setting
• Experience working with inventory control
• Knowledge of Munis, Fuel master and/or CFA

Responsibilities

• Manages inventory and provides administrative support for the Equipment Operations Division.
• Maintains inventory of, orders, purchases and returns parts and materials.
• Maintains fuel distribution reports in fueling system for all City vehicles, including creating and coding gas keys and troubleshooting fuel system issues.
• Orders supplies for Public Works department, including but not limited to: safety supplies, Uniforms, Fuel Services and office supplies.
• Tracks and codes all Equipment Operations invoices for purchases daily; other invoices for Public Works as needed.
• Coordinates removal and disposal of hazardous waste and recyclables to various facilities.
• Maintains licenses and titles for all city vehicles, including working with the DMV ordering license plates, titles and tabs.
• Maintains all vehicle records in Computerized Fleet Management software (Currently CFA) and sends reports as requested.
• Creates reports, documents and presentations for Fleet Manager as requested.
• Serves as Recording Secretary of Union Labor Management Committee. Schedule, arrange and set up meeting rooms; Take and distribute meeting minutes; Send out meeting communications to Committee members.
• Provides administrative support to the Public Works Department.
• Handles Public Works Uniform ordering and delivery and maintenance.
• Prepares biweekly Overtime reports on time, and distributes them.
• Prepares Requests for Purchase and Council Items for Fleet Operations and other Public Works divisions.
• Answers questions, resolves concerns, and provides information and/or materials to residents and the public via telephone, the City website, email, mail and in person.
• Codes invoices and keeps financial records for Public Works Department.
• Coordinates maintenance and repair of office equipment.
• Conducts research on City systems and databases and County records when requested.
• Photocopies, scans and prepare materials for distribution and/or mailings.
• Maintains Public Works Department files and records.
• Sends out Road closures and other pertinent urgent City information as requested.
• Acts as Public Works Dept. editor of both internal and external websites.
• Sets up annual Safety Trainings and track attendance for training hours.
• Serves as primary back up to front desk during daily lunch break of Receptionist and as needed during coverage gaps (vacation, illness, etc.).
• Answers phones when rolled over to second lines as needed during busy times (during snowstorms, etc.).
• Communicates courteously and professionally and maintains good working relationships with others in carrying out job functions.
• Represents the Public Works Department to other City Departments, the community and the public.
• Communicates well with others relating to work assignments and progress of work or to convey information about conditions or work-related needs.
• Performs other duties and activities as assigned.

Benefits

• Most work is performed in a normal office environment.
• Occasional driving is necessary to shuttle personnel or to purchase or return parts and equipment.
• The job may involve dealing with and calming individuals who are emotionally charged over an issue.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED