Materials Coordinator

An employee in this class of work is responsible for performing tasks of average difficulty, the greater part of which is involved in coordinating the procurement of specialized materials, equipment and parts, the storage of such items, and the subsequence issuance of such items. Under general supervision, the employee solicits specialized materials, equipment and parts quotes from authorized city supply and equipment vendors, coordinates the receipt and storage of the materials, equipment and parts, and issues the items to various maintenance and/or user personnel. The employee is required to exercise some initiative and independent judgment. Employees maintain inventory levels, and maintains all material procurement documentation. Work is reviewed while in progress and upon completion through observation, reports submitted, and results obtained.

Implements the ordering of equipment, parts, and materials for specialized maintenance and repair, some of which require parts that are unique and/or must meet highly defined tolerances that are critical to maintaining an on-going operation; or implements the ordering, receipt, and issuance of computers, peripheral equipment and software required for the city-wide computer support program.

Establishes and maintains effective communications networks with supply vendors, city purchasing and stores for the process of procuring equipment, parts, and other maintenance materials; solicits competitive material and supply quotes from vendors; provides vendors with necessary parts and equipment information to effect accurate and competitive pricing; establishes contracts with other departments to coordinate equipment purchases and resolutions.

Receives, stores and issues equipment, parts and materials; prepares all forms and necessary purchasing documentation; may coordinate with city stores on automatic inventory issues; performs all follow-up on equipment and parts orders not received in a timely manner.

Notifies user section supervisors when equipment, repair parts or special order items are received; monitors spare parts levels and orders all maintenance supplies not on city automatic inventory system as needed; assists in scheduling installation of equipment on a city-wide basis.

Maintains material and equipment control records and related documentation; compiles spare parts listings for new equipment; maintains and updates library of equipment O & M manuals and materials and parts product catalogs.

Performs related work as required.

Considerable knowledge of: maintenance or operations functions of the designated area of assignment; principles, practices and techniques employed in the process of material ordering and receiving; purchasing, material issue, and requisitioning practices and procedures.

Ability to: identify and locate normal and unique stock items through vendors, manuals and supply catalogs, including parts for specialized municipal use equipment; establish and maintain effective working relationships with other employees and supervisors, and with suppliers and manufacturers when equipment, parts and materials are required on short notice; identify user needs and operating requirements for various operating or maintenance functions; coordinate and effect material receiving, stocking, and issuing.

Graduation from an accredited high school or vocational school and three (3) years in storekeeping, warehousing or purchasing experience; or an equivalent combination of training and experience.

Possession of a valid Florida driver’s license required.

For Water Department Positions: Possession of, or the ability to obtain within 18 months, certification in Basic Mechanical Skills.

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

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