SC Metro | Parts and Materials Clerk

Parts and Materials Clerk

DEFINITION:

Under general supervision, a Parts and Materials Clerk performs skilled maintenance and clerical support duties related to requisitions identifies, researches, receives, inspects, verifies, stocks, and issues a variety of parts, equipment, tools, materials, and supplies including highly specialized items for vehicle maintenance and repairs, facilities maintenance and repairs, and custodial activities; assists departments in identifying the correct items to be purchased; performs daily checks and balances as well as weekly group inventories; may perform general office work, and performs related duties as required.

DISTINGUISHING CHARACTERISTICS:

Parts and Materials Clerk is the journey-level class in the series. An incumbent in this class performs tasks of various difficulty that require a moderate knowledge of heavy and light duty vehicles, storekeeping and purchasing methods, and related departmental policies, practices, and procedures. This class may be distinguished from the higher level class of Lead Parts and Materials Clerk because an incumbent in the latter class serves as an advanced-lead worker over subordinate Parts and Materials Clerks.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• • Requisitions, receives, inspects, verifies, scans invoices and related documents, stocks, and issues a variety of materials and supplies requested by multiple departments, including specialized parts, equipment, and tools for vehicle maintenance and repairs, facilities maintenance and repairs, and custodial activities.
• Looks up purchase order, counts and verifies items received to confirm the completeness of delivery, uploads receipt, and processes for payment; delivers items to ordering departments.
• Assists departments in gathering quotes and identifying the correct items to be purchased by researching catalogs, parts manuals, the Internet, and other sources; contacts vendor and orders parts with vendors online, over the phone, or by submitting purchase requisitions according to Santa Cruz METRO policies; issues items to departments.
• Compares actual items received against orders to confirm the completeness of delivery; delivers items to ordering departments; ses a forklift to unload/load large deliveries, handle and transport hazardous materials, and deliver larger items; inspects forklifts and other equipment to verify safe operation.
• Assists with workplace safety regulatory compliance such as the Material Safety Data Sheet (MSDS) program for Fleet and Facility Maintenance.
• Receives, inspects and stocks deliveries from suppliers; compares actual items received against orders to confirm the completeness of delivery; delivers items to ordering departments; uses a forklift to unload/load large deliveries, handle and transport hazardous materials, and deliver larger items.
• Performs daily or regular inspections of the parts room and other locations as required; maintains accurate inventory counts and keeps records using a computerized inventory system; places regular orders to stock items that are frequently requested.
• Assists with workplace safety regulatory compliance such as the Material Safety Data Sheet (MSDS) program for Fleet and Facility Maintenance.
• Monitors accumulated metal, hazardous waste, and other items and notifies superior of need for disposal; assists with disposal processes.
• Loads and unloads mobile vaults on and off armored cars as needed.
• Assists in vendor selection and monitors vendor performance.
• Performs data entry to update and maintain information in digital files; compiles and prepares data for statistical and accounting reports; may create spreadsheets and other tools to track information.
• Assist in monitoring and ensuring the functionality of parts and materials within company systems. This role will support the lead, supervisor, or manager by checking the system for troubleshooting issues and verifying that business processes work correctly.
• May type correspondence and other documents.
• Answers telephones, greet visitors, and provides information to employees and the public. 
• Operates standard office equipment; utilizes computer software in performing job tasks.  
• Drives a Santa Cruz METRO vehicle to perform assignments. 
• Performs related duties as required.

EMPLOYMENT STANDARDS:

Knowledge of:

• Standard equipment, parts, tools, and supplies required for maintaining light and heavy-duty vehicle systems and a wide variety of non-vehicular equipment, and other general facilities and operational needs of a transit agency and their appropriate storage.
• Standard equipment, parts, and supplies required to maintain a wide variety of non-vehicular equipment and facilities department needs, and their appropriate storage.
• Standard equipment, parts and supplies required for custodial work as well other general operational needs of a transit agency, and their appropriate storage.
• Principles and methods of storing and maintaining a standard inventory of items.
• Methods of researching, gathering, organizing, and determining the availability and best price for equipment, parts, tools, and supplies, and reporting data.
• Standard processes maintaining data in digital and hard copy files.
• Intermediate time management techniques and methods of prioritizing, planning, and organizing work.
• Intermediate mathematics including percentages and intermediate statistics.
• Customer service and telephone techniques and etiquette.
• Modern office practices, procedures, and equipment; and the effective use of modern office equipment, personal computers, and standard business software.

Ability to:

• Research availability and price and identify and procure a wide variety of tools, equipment, parts, supplies, and other items requested by customers.
• Read and comprehend a variety of technical parts manuals, schematics, and safety-related documentation.
• Maintain an adequate inventory of items and ensure their appropriate storage.
• Maintain a safe and organized work area.
• Ensure the safe handling of items hazardous in nature.
• Follow oral and written instructions accurately.
• Input data and maintain detailed records and control systems with accuracy and attention to detail.
• Adhere to established work schedules and timelines.
• Work independently using good judgment, tact, and discretion.
• Balance multiple assignments simultaneously and effectively.
• Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
• Drive a forklift after receiving appropriate training.
• Communicate clearly and effectively in both oral and written form.
• Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public. 

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training, and Experience:

Two (2) years of progressively responsible experience receiving, stocking, issuing, and maintaining an inventory of automotive and heavy-duty transit parts and supplies.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is regularly required to sit, walk, climb, and stand; talk and hear; use hands to manipulate, handle, feel, or operate objects, tools, or controls; reach with hands and arms, and perform repetitive movements of hands or wrists. The employee is regularly required to bend and twist at the neck and occasionally reach overhead. Work may require lifting up to 50 pounds unaided. Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth.

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information, and documents; solves problems; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee works in a shop environment where the noise level may be loud and there is potential exposure to fumes, dust, grease, air contaminants, hazardous materials and chemicals.

OTHER CONDITIONS OF EMPLOYMENT:

• Must pass a requisite background check.
• May occasionally work extended hours or hours outside of the regular schedule.
• This position requires the use of personal protective equipment (PPE) based on the tasks assigned; safety shoes are required at all times.

*Adopted: 12-11-18

*BOD Approved: 08-22-25

*Revised: 04-25-25

*Job Family: Purchasing

*Job Series: Parts

*Job Series Level: Journey

*Confidential: No