Stores Administrator

City of Sacramento•Sacramento, CA

4d•Onsite

About The Position

The Sacramento Fire Department’s Emergency Medical Services (EMS) Division is seeking a Stores Administrator to manage the division’s procurement, inventory, and logistics operations. This position oversees the purchasing, receiving, stocking, and distribution of EMS medical supplies across all stations and apparatus, ensuring accurate inventory levels and timely deliveries. The role supervises logistics staff, maintains compliance with Sacramento County EMS requirements, and supports a variety of EMS programs by coordinating the procurement of specialized supply as needed. This position monitors supply chain conditions and maintains essential equipment and technology systems to ensure the Department's emergency medical response operational readiness.

Requirements

Four years of storekeeping or other experience that includes purchasing a variety of materials, supplies and equipment as well as the development of formal specifications and sources of supply; with at least one year of supervisory or management-level experience.
Public sector experience is highly desirable.
A Bachelor's Degree from an accredited college or university with major course work in business administration, public administration, accounting or a closely related field.
Additional qualifying experience may substitute for the above-required education on a year-for-year basis, where one year of experience is considered equivalent to thirty (30) semester (or equivalent quarter) units.
At least one year of this experience must be supervisory or management-level experience in the areas of materials control and purchasing.
Possession of a valid California Class C Driver License.
Knowledge of principles and practices of the administration of public agency warehousing facilities.
Knowledge of procurement, storekeeping and inventory methods and procedures in a public agency setting.
Knowledge of methods of obtaining oral or written price quotations and preparing formal specifications and bid packages.
Knowledge of purchasing cycles as they apply to materials storage activities.
Knowledge of computerized inventory control systems.
Knowledge of principles and practices of public administration, including personnel administration, budgeting, finance, procurement and facilities management.
Knowledge of principles and practices of effective supervision, including the selection, training and evaluation of employees.
Knowledge of nomenclature, grades and classification of a variety of supplies and materials.
Knowledge of federal, state and local laws, codes and regulations pertaining to the procurement and storage of materials in a public agency environment.
Knowledge of safety regulations and procedures pertaining to storekeeping work.
Knowledge of California vehicle codes as they pertain to the transportation of materials and equipment.
Knowledge of standard arithmetic including addition, subtraction, multiplication, and division; standard units of weights and measures.
Knowledge of computer operation, including standard word processing and spreadsheet software used for inventory management.
Knowledge of principles and practices of customer service.
Knowledge of research techniques, methods and procedures.
Knowledge of methods of reporting information.
Skill in managing and administering storekeeping and related functions.
Skill in managing and supervising the work of subordinate staff.
Skill in using manual and computerized systems.
Skill in researching and reporting on data applicable to storekeeping and related functions.
Skill in analyzing data for improving efficiency and the quality of operations.
Ability to manage and administer storekeeping and related functions that may involve department-specific items with specialized identification, sourcing, handling, and procurement requirements.
Ability to translate technical specifications into appropriate purchasing requests.
Ability to plan, schedule, assign, direct and evaluate the work of subordinates.
Ability to transport warehouse materials and equipment.
Ability to identify and request resources needed to support efficient and cost effective operations.
Ability to compile and maintain data in manual and computerized systems.
Ability to use standard word processing and spreadsheet software.
Ability to prepare forms, reports and other documents.
Ability to analyze operational data in order to develop recommendations for improving efficiency and quality and to improve upon manual and automated systems and records.
Ability to correctly use standard principles of weights, measurement, and arithmetic.
Ability to communicate effectively, both orally and in writing.
Ability to establish and maintain effective working relationships with those contacted during the course of the work.

Nice To Haves

A background in public agency purchasing, vendor coordination, and technology-based inventory systems is highly desirable, along with familiarity in supporting medical equipment and specialized EMS programs.

Responsibilities

Manages and administers storekeeping functions within a City department or large division.
Directs and oversees the issuance of materials, supplies, equipment, and a variety of industrial automotive and transit vehicle parts.
Ensures that sufficient stock is maintained to meet departmental or division needs.
Plans and coordinates centralized activities such as the disposal of surplus materials, supplies and equipment.
Develops department or division storekeeping policies, procedures, goals and objectives.
Administers and manages the operations of one or more departmental storekeeping facilities.
Assists higher-level management in the strategic development and implementation of effective and efficient storekeeping practices.
Directs and oversees the issuance of materials, supplies, equipment, and a variety of industrial automotive and transit vehicle parts.
Plans and coordinates centralized activities such as the disposal of surplus materials, supplies and equipment.
Interprets City policies and procedures pertaining to storekeeping activities.
Plans, monitors and administers day-to-day storekeeping operations in order to ensure compliance with laws, regulations, standards and requirements.
Identifies the need for policy and procedural enhancements; conducts surveys, studies and benchmarking analyses of other agencies; conducts related data analyses and provides summary reports to management.
Participates in the development and implementation of department/division policies, procedures, goals, objectives and priorities as required for effective development and implementation of action plans in support of the section's mission and vision; identifies resource needs; develops, recommends and implements methods of maximizing stores-related technology services.
Maintains comprehensive vendor information necessary for sourcing inventory such as special order mechanical, machinery, plumbing, computer and office tools/supplies.
Establishes and renews annual purchase orders, develops new resources and contracts for materials and supplies to provide cost effective purchasing according to City business goals and procurement policies.
Prepares or directs the preparation and posting of procurement-related RFP's and RFQ's to the City's website; reviews bids and recommends successful bidders.
Prepares or directs the preparation of advertisements, schedules and bid documents pertaining to the disposal of surplus items.
Plans and supervises the work of onsite and remote staff; conducts employee evaluations and provides training and staff development.
Prepares storekeeping-related budgets for the purchase of materials, equipment, supplies and services.
Forecasts material and supply requirements based on past demand, current purchasing and inventory practices and projected needs in order to ensure that adequate quantities and types of items will be available.
Prepares reports showing the need for increases to existing purchase orders, based on actual and projected expenditures; reviews inventory and stock rotation data to ensure that budget projections are met.
Directs and reviews the preparation and maintenance of records used in the receipt and issuance of all stock items.
Prepares and processes procurement documents such as requisitions, vouchers and justifications.
Resolves difficult or sensitive vendor, employee and/or customer issues.
Ensures adequate repair and timely preventive maintenance of tools and shop equipment; establishes vendor agreements and monitors costs associated with outsourced tool repair.
Supervises tool repair functions and activities.
Coordinates special procurement requests and emergency purchases of tools, equipment, supplies and materials using several different methods of payment.
Provides exceptional customer service to those contacted in the course of work.