CITY OF PHILADELPHIA PERSONNEL DEPARTMENT
FLEET MATERIALS MANAGEMENT DIRECTOR
This is administrative management work with responsibility for the purchasing and inventory operations of the Cityís vehicle fleet. The employee directs through subordinate supervisors, the procurement, accounts payable, and distribution and reporting for a diverse complement of vehicle component and replacement parts, materials, supplies, and service contracts for the Cityís Office of Fleet Management (OFM). The employee is responsible for the development and implementation of initiatives designed to ensure appropriate inventory levels and contract services for unique and routine vehicle parts and components. The employee oversees centralized and secondary warehouse/distribution centers and the expedient and efficient distribution of parts and materials to OFM maintenance and repair facilities. The employee in this class manages the preparation of design and technical vendor specifications, forecasts fleet usage trends and negotiates contracts with vendors to reduce departmental expenditure, such as fuel and outsourced vehicle maintenance costs. Work is performed under the direction of the Fleet Manager.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
- The position must be responsible for planning and directing through subordinate supervisors, the procurement, accounts payable, inventory, distribution and reporting of a diverse complement of vehicle replacement parts, materials, supplies and contracts for vehicles used by diverse City departments.
- Only one position may be allocated to this class.
- The position must be located in the Office of Fleet Management.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
- Directs through subordinate supervisors, the procurement, storage, distribution and reporting for a diverse complement of automotive and heavy duty vehicle replacement parts, fuels, supplies and equipment and contract services; initiates and coordinates the orderly procurement of all fleet-related parts, materials and contract services; collaborates with the City's central procurement agency, particularly on technical vehicle issues, in the development of bidding specifications; interacts and coordinates with central procurement agency personnel to ensure parts, materials and contract services are requisitioned and paid for in accordance with departmental, municipal, fiscal and procurement policies.
- Manages a comprehensive, city-wide vehicle parts storage and distribution system, including a centralized warehouse/distribution center and a network of secondary storage and distribution facilities; examines logistical parameters, designs floor plans and plots locations of warehouse/storage facilities, periodically reviewing and refining such plans; projects future needs of the City's preventive maintenance and repair facilities and establishes appropriate maximum and minimum stock levels (this process is based on inventory control and ordering formulas, which ensures maintenance of a cost-efficient parts, materials, and contract services management system); collaborates with OFM managers to determine and project departmental and equipment needs.
- Approves purchase orders; directs the preparation of parts, materials and service contract specifications; directs the establishment of delivery schedules; directs the maintenance of purchasing records, tracking expenditures and balances; conducts research and analyses in preparation for meetings and communications with vendors, manufacturers, and after-market automotive suppliers to evaluate cost and supply data and resolve discrepancies and complaints; directs the review of contracts and resolves problems with requisitioning, purchasing, shipping, billing or payment discrepancies; collaborates with original equipment manufacturers, vendors, after-market manufacturers and contractors to locate sources for specialized replacement parts and equipment; directs physical inventories at centralized and secondary warehouse/distribution centers.
- Captures and analyzes cost and operational data relevant to parts, materials and service contracts and generates findings; analyzes historical equipment data and develops and/or revises procurement policies, processes and procedures where appropriate.
- Serves as technical advisor to the OFM managers on technical changes, enhancements and updates on vehicle parts and repair techniques.
- Directs maintenance of the inventory recording system within the OFM Accounting Computer Tracking System; prepares materials management data and other reports of parts, materials, and service contracts in progress.
- Supervises administrative and clerical employees engaged in the preparation and payment processing of purchasing contracts and monitoring contracts for adherence to budget practices and requirements.
- Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- the automotive market including knowledge of the sources of supply, trade names and uses of specialized vehicles, fuels and equipment and replacement parts
- the application of management information systems and computer programs in directing an automotive equipment purchasing and distribution programs in a centralized warehousing/distribution operation
- practices and principles of procurement, stores management and inventory control in centralized and shop operations in a diverse vehicle environment
- municipal budgeting and accounting procedures relating to inventory management
- specification preparation, purchasing and requisition practices and procedures
- supervisory methods and techniques
- plan, direct and coordinate the city-wide automotive vehicle purchasing operation
- plan, direct and coordinate the materials management activities of a high volume city-wide vehicle maintenance operation
- predict and maintain adequate fuel levels and replacement vehicle parts
- provide information and statistical data to service and support an automotive maintenance program
- prepare and interpret reports on stock levels, usage and other aspects of supply management
- prepare and interpret reports on encumbrances and expenditures
- effectively negotiate cost reductions and maintain inventory quality levels
- develop and institute requirements for the ongoing improvements to computerized equipment and materials inventories
- determine maximum utilization of assigned storage space and personnel
- analyze, determine and maintain minimum and maximum stock levels
- establish and maintain effective working relationships with representatives of other City departments, agencies, equipment manufacturers and suppliers, vendors, and associates
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 1/05.)
- Completion of a Bachelorís Degree in Automotive Engineering, Business Administration or a related field of study.
- Four years of automotive purchasing and inventory control experience.
- Three years of experience supervising the development of purchasing specifications and materials management for a large centralized vehicle fleet.
Any equivalent combination of education and experience determined to be acceptable by the Personnel Department that has included the specific experience described above.
PHYSICAL AND MEDICAL REQUIREMENTS
LICENSES, REGISTRATIONS AND/OR CERTIFICATES
- Ability to physically perform the duties and to work in the environmental conditions required of
a position in this class.
- Possession of a National Institute for Automotive Service Excellence (ASE) parts certification prior to approval to compete in the examination and during tenure of employment in this class.
PAY RANGE: EP25
CSC: 4/00, Ad Board: 12/00
Latest Spec. Revision:
CSC: 8/04, Ad Board: 1/05
END OF JOB CLASS SPECIFICATION - 1F40