LITTLE BLUE VALLEY SEWER DISTRICT POSITION DESCRIPTION JOB TITLE: Inventory/Records Specialist DEPARTMENT: Maintenance REPORTS TO: Maintenance Manager PREPARED BY: K. Best APPROVED BY: J. Reece EFFECTIVE: October 2005 FLSA STATUS: Non-Exempt BARGAINING UNIT: No Yes SUMMARY This position provides technical support to the Wastewater Treatment Services Department by maintaining inventories of and issuing required parts, materials and supplies, and by operating the computerized maintenance management system (CMMS). Also supports all other departments with receiving and inventory activities; works closely with Buyer to account for deliveries, assure maintenance of inventory and assures best quality and cost of goods. This position works closely with Accounting to document delivery in support of accounts receivable and payable. SUPERVISORY RESPONSIBILITIES This position has has no supervisory responsibilities. ESSENTIAL FUNCTIONS Essential functions may include, but are not limited to, the following: I. Purchasing Activities 30% of Time A. Work with/assist Buyer to purchase parts, equipment and services when requested or as required by preset inventory amounts. B. Research parts requests and obtain prices using MP2 and Microsoft Excel. Generate purchase orders for capital purchases in Operations and Maintenance. C. Track spare parts usage and inventory using the District s Computerized Maintenance Management System (CMMS). D. Maintain updated vendor and manufacturer records with current sales representative information. E. Provide guidance to supervisors as to the District s purchasing policies and procedures. F. Review and maintain equipment specifications and records. Develop specifications for capital purchases. G. Develop and maintain list of vendors for running purchase orders for department, as necessary each fiscal year. Page 1 of 6
H. Follow-up on or expedite orders to meet schedules or repairs dates. I. Obtain and analyze bids and quotes to assure accordance with needed product or service requirements. J. Manage the Plant s petty cash fund, in accordance with the Finance Department. II. Inventory Control Activities 20% of Time A. Forecast usage and recommend quantities to purchase and inventory. Review inventory on annual basis and spot check as needed, assuring for accuracy and availability. Determine minimum and maximum levels of inventory. Remove obsolete parts/equipment from inventory and CMMS. B. Track usage of parts and/or equipment on inventory sheet/bar coding. Update records accordingly, assuring for accuracy and timeliness. C. Maintain inventory and determine shelf life and location/storage of parts, chemicals and supplies. Responsible for inventory and control of parts, equipment, and levels of coal, polymers, furnace sand, odor control chemicals, solvents and boiler chemicals, assuring for accuracy and availability. D. Track receipt and usage of all chemicals. Ensure storage/shipment containers are returned to vendor(s). E. Track equipment warranty(ies) by using CMMS. F. Develop and distribute spreadsheets indicating inventory levels and usage, as requested, assuring for accuracy and timeliness. III. Computerized Maintenance Management 20% of Time System (CMMS) Activities A. Act as data administrator of MP2 CMMS program. Perform maintenance on program, as needed or scheduled, assuring for accuracy and timeliness. B. Enter completed work order, purchases, and PM tasks. Print CMMS information, as required, assuring all information is entered correctly and in a timely manner. C. Add or remove preventive maintenance cards, as needed. Work with Maintenance to modify PM tasks, assuring for accuracy and timeliness. D. Update CMMS data when equipment is installed, new, modified, or removed from services. E. Provide CMMS program training to District staff, as needed. Page 2 of 6
F. Provide equipment data to vendors, District staff, and engineering firms, as needed, assuring for accuracy and timeliness. G. Maintain data integrity in MP2 for assigned materials, services, equipment, and history of work completed. IV. Planning Activities 10% of Time A. Work with Maintenance and Operations to plan jobs, preventive maintenance, emergency repairs, and shutdowns. B. Coordinate delivery and repair times between vendors and District staff, assuring for accuracy and timeliness. C. Work with vendors to plan training for the Wastewater Treatment Services Department, per the vendor contract or training offered. V. Support Activities 5% of Time A. Maintain District s contract drawings, equipment manuals, and microfiche information. Provide assistance to department and outside contractors, as needed, assuring for accuracy and timeliness. B. Arrange meetings with vendors and departmental staff. Communicate necessary information, assuring for accuracy and timeliness. C. Act as liaison between the District and suppliers. Ensure contracts are adhered to and report any issues to suppliers. D. Update equipment manuals when new or updated equipment/parts are supplied. E. Catalog equipment manuals and drawings to reference when assisting Maintenance staff with repairs. F. Assist Finance Department in resolving billing issues, and settling disputes. G. Maintain and research past purchases and repairs to assist Maintenance staff with current repairs or warranty work. H. Assist Finance Department with tracking Middle Big Creek time mileage of department for billing purposes, assuring for accuracy and timeliness. I. Provide information to managers on equipment history, and repair and replacement cost(s). J. Receive phone calls for department, assuring for professionalism. Receive visitors in maintenance shop and refer to appropriate area or staff. K. Assist Environmental Manager with chemical issues, MSDS, and storage/handling issues, as needed/requested. Page 3 of 6
VI. Shipping/Receiving Activities 5% of Time A. Schedule UPS, or other deliver service, for pickup of items needing shipped. B. Receive shipments, check for damage, and check accuracy and specifications of order. C. Operate fork truck, pallet jack, dolly and barrel dolly to load, unload, move and locate material, chemicals, and equipment/parts, assuring for compliance with the District s safety program. VII. Safety Activities 5% of Time A. Purchase safety supplies in conjunction with all MSDS and safety standard requirements, as needed, assuring for accuracy and timeliness. B. Identify and report safety concerns to Safety Committee. C. Provide monthly safety work order reports to Safety Committee. VIII. Participation Activities 5% of Time A. Attend and participate on internal committees/workgroups for District/Department, as needed. B. Attend and participate in training, meetings, etc., as needed. REQUIRED TO: Hold and maintain a valid MO driver s license and a driving record satisfactory to the District s insurance company. Pass the required physical examination and drug screening. EDUCATION &/OR EXPERIENCE Associate s Degree (A.A.) or equivalent from two-year college or technical school; or equivalent combination of education and experience. Two years work-related experience in purchasing, vendor relations and inventory control policies and procedures. Experience with office and communications equipment and software. KNOWLEDGE AND SKILLS Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to read and write routine reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, staff and vendors. Ability to interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Page 4 of 6
Working knowledge of facility drawings, equipment manuals, inventory methods and specifications of parts, materials and supplies. Knowledge of CMMS and MP2. Knowledge of wastewater treatment or industrial facilities and equipment. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usuallymoderate. Average accessibility of all work sites required for the position. Average exposure to work safety hazards. Average amount of overtime/extended work hours required Below Average exposure to wet or humid conditions (non-weather). Below Average work near moving mechanical parts. Below Average exposure to work in high, precarious places. Below Average exposure to fumes or airborne particles, toxic or caustic chemicals. Below Average exposure to outdoor weather conditions. Below Average exposure to extreme cold or heat (non-weather). Below Average exposure to risk of electrical shock. Below Average exposure to vibration. PHYSICAL EFFORT The physical demands described here are representative of those that employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the essential functions of this position, the employee: is regularly required to sit, use hands to finger, handle or feel; reach with hands and arms is regularly required to talk or hear is occasionally required to stand, walk, climb or balance; stoop, kneel, crouch or crawl is occasionally required to taste or smell must occasionally lift and/or move up to 50 pounds No special vision requirements. Page 5 of 6
NOTE: Conducts all functions and activities with attention to safety for self and others. This job description in no way states or implies that these are the only duties performed by the employee occupying the position. Employees will be required to follow any other job-related instructions and to perform any job-related duties requested by their supervisor; subject to reasonable accommodations. Page 6 of 6