Materials Specialist

City of Farmington•Farmington, NM

21h•$17 - $26•Onsite

About The Position

Works under the supervision of the Warehouse Superintendent. Supervision is not exercised in this position. Works independently with minimal supervision. Participates in cross-training for all aspects of Warehouse operations with all Warehouse employees, including ordering, receiving, fuel system, surplus, hazard waste, etc. Uses the City's Purchasing/Inventory (P/I) system to order all stocked materials for the assigned product groups within the Electric and Central Warehouses, and fuel. Identifies inventory restocking requirements using reorder, activity and back order reports; makes order quantity decisions, and submits purchase requisitions for approval. Obtains competitive quotes on inventory items in compliance with State Procurement Code. Works closely with the City's Purchasing division to establish and maintain multi-term purchasing contracts. Maintains the City's contract database for inventory items, including contract numbers, vendor pricing information, expiration and renewal dates. Monitors vendor quotes and orders for adherence to quoted lead times, prices, and product specifications. Tracks order lead times on inventory items, and follows up orders not received by promise date. Checks in and inspects ordered items to assure quantity and quality of item received agrees with purchase order and City specifications. May accept or reject goods received. Puts away received materials in the assigned warehouse locations. Receives inventory items into the City's P/I system. Submits proper receiving documents and notifications to Accounts Payable. Communicates and coordinates with appropriate buyer(s) and vendor(s) any returns, rejections, adjustments and/or credits. Properly inputs credit into the P/I system. Receives, verifies and accurately pulls inventory supply requests made through the City's Purchasing/Inventory (P/I) system, by phone, by e-mail, or in person for all City departments. Enters inventory supply requests into the City's P/I system as needed, verifying the correct work order, project and account numbers. Accurately issues and pulls electrical work order and project materials for crews as required. Pulls and stages materials for delivery or pickup, and verifies pulled orders for accuracy. Delivers requisitioned materials to the various City facilities. Returns to stock materials brought back by electrical crews. Scans, files, and archives paper copies of purchase orders, issues tickets, work orders, etc. Re-stocks quick-access shelves from backup stock as needed. Verifies outside stock items retrieved by non-warehouse personnel. Confirms stock number, quantity, work order number and asset ID prior to materials leaving the warehouse yard. Updates and maintains inventory item data in the City's inventory system, including descriptions, stock levels, approved manufacturers product numbers, specification references, etc. Physically counts inventory items to verify accuracy on a regular basis. Performs recounts as needed. Responsible for fuel system management and maintenance. Records fuel inventory readings, receives fuel deliveries and performs fuel site inspections, in compliance with Federal and State regulations. Obtains and maintains a NM Fuel System Operator Class A/B Certification. Monitors fuel inventory levels and reorders as needed to ensure availability for City use. Processes daily fuel transactions in the fuel database, verifies accuracy, and exports data to City's Fleet Management database. Processes transactions for departmental billing. Performs monthly inspections and routine maintenance of the fueling sites. Trouble-shoots system problems. Maintains the fuel system database, including inventory management, fuel transactions, vehicle information, user authorization, and other information as needed. Maintains records for the City's fuel storage and distribution facilities, including site maintenance, deliveries, leak detection, cathodic protection, tank registration, and other information as needed to comply with all Federal and State regulations. Stays abreast of regulations affecting the City's fuel facilities. Procures services, as needed, for the maintenance and regulation compliance of the fuel facilities. Runs and distributes cycle count sheets, and enters counted quantities into the City's P/I system. Maintains electronic cycle count history. Conducts inventory discrepancy analysis and assists in resolving inventory discrepancies identified during normal course of business or cycle counts. Submits recommendations to Warehouse Superintendent for review. Submits adjustment requests for department approval. Analyzes inventory for unused, excess and slow-moving stock items. Compiles a list of obsolete item recommendations for the Warehouse Superintendent. Notifies City departments of inventory supply requests on back order status. Reports damages and discrepancies for accounting, reimbursement and record-keeping purposes. Receives and logs in non-inventory package and freight deliveries, notifying recipient, and storing or delivering items as needed for receiving departments. Creates and administers public on-line auctions for surplus items, including receiving, tracking and storing surplus items, assigning surplus tracking numbers, submitting lists to City Council to be declared surplus as needed, taking and up-loading photographs, creating accurate descriptions, placing newspaper ads as needed, monitoring auction progress, responding to bidder's questions, following up auction closings, receiving payments, relisting unsold items, tracking and reporting auction performance, and performing other auction duties as needed. Develops and maintains a database of project-related materials. Monitors and tracks orders, receipts, quantities, storage locations, and disbursements of non-inventory project-related materials. Manages all aspects of the Warehouse yard, including but not limited to inventory, project materials, outlying buildings, and remote locations storage. Assigns and manages storage locations as needed. Maintains a clean and orderly warehouse yard, including removal and disposal of trash, debris and weeds. Monitors scrap metal bins, contacting the scrap contractor for bin pickup as needed. Stores scrap and surplus transformers and distribution devices, recording and tracking individual units in the database. Coordinates with the Safety division to receive and store hazardous waste. Uses excellent customer service skills to establish and maintain effective working relationships with co-workers, supervisors, other City personnel, officials, and all members of the general public. Maintains a clean and orderly warehouse, ensuring warehouse is accessible and safe for all associates. Includes sweeping and dry-mopping floors, dusting shelves, emptying trash, and organizing product. Operates a forklift and other warehouse equipment as required to load and unload materials. Unloads utility poles with pole-handling forklift and places them on storage racks. Performs required pre-shift inspections of equipment. Operates a motor vehicle to assist in carrying out the business of the department and the City. Maintains and adheres to safety procedures. Performs other related duties as assigned. Attendance at work is an essential function of this position.

Requirements

This position is subject to the City of Farmington's Drug and Alcohol-Free Workplace Policy which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return to duty testing, and follow-up testing.
A pre-employment physical and or drug/alcohol test is required for this position.
Extensive background checks required.
Graduation from high school or GED equivalent and five (5) years of increasingly responsible experience in warehouse ordering, receiving and operational procedures, or any equivalent combination of experience and education.
Excellent verbal communication, written communication, analytical and problem-solving, and customer service skills.
Must effectively communicate with management, purchasing staff, inter-departmental customers and suppliers. Communications must be efficient and timely to keep all informed of issues and pertinent activities that affect them.
Excellent communication and customer service skills.
Good attention to detail skills required, without succumbing to analysis paralysis.
Experience in inventory and materials control procedures.
Experience in fork lift operation for certification requirements.
Knowledge of hazardous materials storage.
Must obtain and maintain a NM Fuel System Operator Class A/B Certification within 1 year if assuming fuel system maintenance responsibilities.
Must be proficient in the operation of personal computers, software and browser-based applications. Current software packages frequently and extensively used include CentralSquare NaviLine, Microsoft Excel and Word, Cognos reporting software, Insight Spreadsheet Server, SynTech FuelMaster and multiple browser-based applications.
Valid New Mexico driver's license required with an acceptable driving record for the past three years.
Strong work ethic, displaying initiative, adaptability, and integrity.
Basic math skills and legible handwriting required.
Must be willing to be on 24-hour call during select weekends and holidays; must be able to be at the MOC Warehouse within thirty minutes after receiving a call.
Ability to work under stress and handle stressful situations.

Nice To Haves

Achievement of a Warehousing-related certificate is highly encouraged and preferred.
Applicable certificate programs include NIGP Foundations of Warehousing and Inventory Management, ASCM Supply Chain Warehousing Certificate and ASCM Supply Chain Procurement Certificate.
A supply-chain-related professional certification is encouraged.
Approved programs include APICS Certified Production Inventory Manager (CPIM) or Certified Supply Chain Professional (CSCP), UPPCC Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO), or NIGP Certified Procurement Professional (CPP).
Experience in bid processing and buying stock for inventory.

Responsibilities

Works under the supervision of the Warehouse Superintendent.
Participates in cross-training for all aspects of Warehouse operations with all Warehouse employees, including ordering, receiving, fuel system, surplus, hazard waste, etc.
Uses the City's Purchasing/Inventory (P/I) system to order all stocked materials for the assigned product groups within the Electric and Central Warehouses, and fuel.
Identifies inventory restocking requirements using reorder, activity and back order reports; makes order quantity decisions, and submits purchase requisitions for approval.
Obtains competitive quotes on inventory items in compliance with State Procurement Code.
Works closely with the City's Purchasing division to establish and maintain multi-term purchasing contracts.
Maintains the City's contract database for inventory items, including contract numbers, vendor pricing information, expiration and renewal dates.
Monitors vendor quotes and orders for adherence to quoted lead times, prices, and product specifications.
Tracks order lead times on inventory items, and follows up orders not received by promise date.
Checks in and inspects ordered items to assure quantity and quality of item received agrees with purchase order and City specifications.
May accept or reject goods received.
Puts away received materials in the assigned warehouse locations.
Receives inventory items into the City's P/I system.
Submits proper receiving documents and notifications to Accounts Payable.
Communicates and coordinates with appropriate buyer(s) and vendor(s) any returns, rejections, adjustments and/or credits.
Properly inputs credit into the P/I system.
Receives, verifies and accurately pulls inventory supply requests made through the City's Purchasing/Inventory (P/I) system, by phone, by e-mail, or in person for all City departments.
Enters inventory supply requests into the City's P/I system as needed, verifying the correct work order, project and account numbers.
Accurately issues and pulls electrical work order and project materials for crews as required.
Pulls and stages materials for delivery or pickup, and verifies pulled orders for accuracy.
Delivers requisitioned materials to the various City facilities.
Returns to stock materials brought back by electrical crews.
Scans, files, and archives paper copies of purchase orders, issues tickets, work orders, etc.
Re-stocks quick-access shelves from backup stock as needed.
Verifies outside stock items retrieved by non-warehouse personnel.
Confirms stock number, quantity, work order number and asset ID prior to materials leaving the warehouse yard.
Updates and maintains inventory item data in the City's inventory system, including descriptions, stock levels, approved manufacturers product numbers, specification references, etc.
Physically counts inventory items to verify accuracy on a regular basis.
Performs recounts as needed.
Responsible for fuel system management and maintenance.
Records fuel inventory readings, receives fuel deliveries and performs fuel site inspections, in compliance with Federal and State regulations.
Obtains and maintains a NM Fuel System Operator Class A/B Certification.
Monitors fuel inventory levels and reorders as needed to ensure availability for City use.
Processes daily fuel transactions in the fuel database, verifies accuracy, and exports data to City's Fleet Management database.
Processes transactions for departmental billing.
Performs monthly inspections and routine maintenance of the fueling sites.
Trouble-shoots system problems.
Maintains the fuel system database, including inventory management, fuel transactions, vehicle information, user authorization, and other information as needed.
Maintains records for the City's fuel storage and distribution facilities, including site maintenance, deliveries, leak detection, cathodic protection, tank registration, and other information as needed to comply with all Federal and State regulations.
Stays abreast of regulations affecting the City's fuel facilities.
Procures services, as needed, for the maintenance and regulation compliance of the fuel facilities.
Runs and distributes cycle count sheets, and enters counted quantities into the City's P/I system.
Maintains electronic cycle count history.
Conducts inventory discrepancy analysis and assists in resolving inventory discrepancies identified during normal course of business or cycle counts.
Submits recommendations to Warehouse Superintendent for review.
Submits adjustment requests for department approval.
Analyzes inventory for unused, excess and slow-moving stock items.
Compiles a list of obsolete item recommendations for the Warehouse Superintendent.
Notifies City departments of inventory supply requests on back order status.
Reports damages and discrepancies for accounting, reimbursement and record-keeping purposes.
Receives and logs in non-inventory package and freight deliveries, notifying recipient, and storing or delivering items as needed for receiving departments.
Creates and administers public on-line auctions for surplus items, including receiving, tracking and storing surplus items, assigning surplus tracking numbers, submitting lists to City Council to be declared surplus as needed, taking and up-loading photographs, creating accurate descriptions, placing newspaper ads as needed, monitoring auction progress, responding to bidder's questions, following up auction closings, receiving payments, relisting unsold items, tracking and reporting auction performance, and performing other auction duties as needed.
Develops and maintains a database of project-related materials.
Monitors and tracks orders, receipts, quantities, storage locations, and disbursements of non-inventory project-related materials.
Manages all aspects of the Warehouse yard, including but not limited to inventory, project materials, outlying buildings, and remote locations storage.
Assigns and manages storage locations as needed.
Maintains a clean and orderly warehouse yard, including removal and disposal of trash, debris and weeds.
Monitors scrap metal bins, contacting the scrap contractor for bin pickup as needed.
Stores scrap and surplus transformers and distribution devices, recording and tracking individual units in the database.
Coordinates with the Safety division to receive and store hazardous waste.
Uses excellent customer service skills to establish and maintain effective working relationships with co-workers, supervisors, other City personnel, officials, and all members of the general public.
Maintains a clean and orderly warehouse, ensuring warehouse is accessible and safe for all associates. Includes sweeping and dry-mopping floors, dusting shelves, emptying trash, and organizing product.
Operates a forklift and other warehouse equipment as required to load and unload materials.
Unloads utility poles with pole-handling forklift and places them on storage racks.
Performs required pre-shift inspections of equipment.
Operates a motor vehicle to assist in carrying out the business of the department and the City.
Maintains and adheres to safety procedures.
Performs other related duties as assigned.
Attendance at work is an essential function of this position.