Stores Specialist

THE CITY OF SANTA ROSA IS HIRING FOR A DETAIL-ORIENTED INDIVIDUAL WITH STRONG ORGANZATION SKILLS TO JOIN OUR DYNAMIC TEAM AS A STORES SPECIALIST!  

This recruitment is being conducted to fill a vacancy in the Transportation and Public Works Department, as well as any future regular or limited-term vacancies Citywide during the life of the eligible candidate list.  If you are interested in this position or a possible future Stores Specialist positions at the City, should one become available, including transfer opportunities, you are strongly encouraged to apply now.

The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.

THE BENEFITS OF CITY EMPLOYMENT:
In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of health plan, a flexible spending program, employer contributions to a Retiree Health Savings plan, flexible work schedule options, and top of the line employer paid (free to you) vision and dental coverage. More information regarding benefits associated with this position can be found on our Miscellaneous Employee Benefits Page.

Additional Benefits Include:

• A 2.5% salary increase effective July 2023
• 11 paid holidays annually, plus 1 to 3 'floating holidays' per year, depending on start date and years of service
• $500 annually for wellness
• Flexible schedule (9/80 and 4/10) available with management approval

ABOUT THE POSITION:
This is an advanced journey level classification assigned to the stores warehouse of an operating department(s). The classification is tied to the centralized purchasing function and operates within the limits of authority delegated by the Purchasing Agent. Incumbents work independently within the dollar limits of delegated purchasing authority to oversee store keeping functions for a large department. Direction is provided by the operating department management staff; responsibilities may include indirect supervision of stores personnel.

The Stores Specialist regularly participates in sourcing specialized materials and equipment used in the department(s) that are not considered replenishment stock. Additionally, Stores Specialists administer contracts for services and supplies as the contract officer's representative.

THE CURRENT OPPORTUNITY: TRANSPORTATION & PUBLIC WORKS 
The Transportation & Public Works Department (TPW) builds and maintains Santa Rosa’s vast infrastructure enhancing our City's vibrant quality of life through excellent transportation services. Their responsive stewardship of public infrastructure and environment including streets, traffic signals, storm drains, bridges, sidewalks, parks, streetlights, and the City fleet including buses, fire engines and police patrol vehicles is provided with pride and dedication to the community.  Supported by 261 team members and a FY 2022-2023 budget of just under $100 million, the Transportation & Public Works Department is organized across six primary divisions, which include: Transit, Traffic Engineering, Field Services, Capital Projects Engineering and Zero Waste in addition to the department's General Administration function. 

More information about the Transportation & Public Works Department, and the critical services the team provides to our local community, can be found here.

This recruitment will also create an eligible list that may be used to fill future vacancies in other departments within the City.  If you are interested in this position or a possible future Stores Specialist positions at the City, should one become available, including transfer opportunities, you are strongly encouraged to apply now. 

THE SUCCESSFUL CANDIDATE: 
The successful candidate will have extensive experience in procurement, stocking, and contract management of industrial equipment and consumable service and repair parts.  For the current opening in TPW, the candidate will need to possess sufficient experience in the automotive and trucking industry, allowing them to address the range of equipment we provide services for and the terminology of parts.

In addition to the above, the successful candidate:

• Possesses strong vendor management skills, with ability to cooperatively source inventory items and reconcile invoicing
• Cultivates and maintains effective working relationships
• Has significant experience using automated inventory control and distribution systems 
• Demonstrates strong organizational and problem-solving skills
• Effectively develops and implements internal processes

THE SELECTION PROCESS
Please complete a thoughtful, thorough Supplemental Questionnaire submission.  As part of the selection process, your responses may be scored using criteria specific to this position.  Incomplete responses, generic responses, or responses such as "See Resume" can result in disqualification from the selection process.

The selection process will include a minimum qualifications assessment, and may also include an application and supplemental questionnaire review, followed by department selection interviews.  An eligibility list will be established as a result of this selection process and may be used to fill the current vacancy and any future vacancies.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.    

Examples of Duties and Responsibilities

Essential Duties: The following duties are considered essential for this job classification:

• Supervise and participate in proper bidding procedures, receiving, ordering, stocking and issuing supplies and materials
• Confer with users and vendors on the most appropriate items to order
• Prepare specifications and obtain price quotes and bids for services, supplies and parts within specified dollar limits
• Research catalogs and other material to ascertain the best products to fill specific functions
• Source specialized materials and equipment used in the assigned department that are not considered replenishment stock
• Supply cost and vendor information to appropriate staff in the assigned department and to the Purchasing and Stores Division of the Finance Department
• Procure parts and services for scheduled and unscheduled asset management work
• Check shipments for condition, shortage and discrepancies and prepare reports
• Administer contracts for services and supplies as contract officer's representative
• Issue tools, parts, materials and supplies
• Fill requests when it is determined that equipment, parts and supplies need to be kept in stock
• Ensure proper inventory levels by forecasting the need for and procuring supplies, parts and equipment for inventory stock replenishment
• Purge obsolete stock by surplus or return to vendor
• Check stock items for reorder
• Maintain stock records
• Conduct scheduled inventory and prepare monthly activity reports
• Supervise the efficient utilization of available storage space
• Prepare and execute the stocking objective plan
• Follow-up on overdue shipments
• Respond to questions regarding stock items
• Prepare monthly payment requests for services provided
• Create requisitions and purchase orders, track purchases and receipts on the computer, and forward documentation to Accounts Payable

Additional Duties: In addition to the duties listed in the Essential Duties Section, each employee in this classification may perform the following duties. Any single position may not be assigned all duties listed below, nor do the examples cover all duties which may be assigned.

• Prepare, track, enter and administer the annual central warehouse budget
• Assist in the disposition of surplus
• Perform related duties as assigned

Required Qualifications

Knowledge of: Storekeeping and inventory methods and procedures; proper procurement practices, policies and procedures related to public purchasing; nomenclature, grades and classification of a variety of supplies and materials; nature and use of a wide variety of equipment parts and supplies related to the operations of the assigned department; sources of information related to vendors of equipment, parts and supplies; operation and maintenance of stockroom equipment; names and application of a variety of tools. Ability to: Rapidly learn and follow proper procurement practices and procedures in accordance with public procurement requirements; communicate clearly and effectively, orally and in writing; maintain records; read and interpret parts catalogs and order parts according to proper public purchasing practices and procedures; identify needed parts and supplies and determine best price; determine similar parts, supplies and materials which are identified by different names by manufacturers; operate forklifts and other stockroom equipment; enter and retrieve information into a personal computer or other data entry device; analyze information on forms to determine whether it is correct and complete; perform physical inventories; determine when inventory levels need adjustment; remember nature of inventory and its location in the warehouse; locate vendors for specialized items. Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience - Sufficient experience in purchasing, store keeping and inventory work to demonstrate possession of the knowledge and abilities listed above; Education - Equivalent to completion of the twelfth grade.

License and Certificate: This classification requires the use of a vehicle while conducting City business. In order to drive, individuals must be physically capable of operating the vehicles safely and must possess a valid, Class C, California driver license.

For positions where it is applicable, possession of, or the ability to obtain and maintain a valid forklift operator certification by the end of the probationary period is required.

Additional Information

Physical Requirements and Working Conditions: A Stores Specialist works primarily indoors in a warehouse and/or office environment. When entering data into a computer, talking with vendors on the telephone, completing paperwork, attending meetings, or reviewing parts specifications with requesters, an incumbent sits for several hours per day with the ability to move about at will. An incumbent communicates with others verbally one-to-one or by telephone when determining what to order, conveying order information to vendors, or providing information to service contractors on level of performance. Entering data into a computer keyboard requires continuous or repetitive arm/hand movements. An incumbent walks for several hours during the day, going between buildings for meetings, to the back of the warehouse to issue or store parts, and to the roll-up door to receive shipments. Intermittently during a typical day, a Stores Specialist bends and stoops when issuing parts, conducting counts, and picking up boxes; climbs ladders to retrieve or place parts above shoulder level; kneels to retrieve or replace parts below waist level; and twists to load a dolly and when moving inventory items around the warehouse. These activities require using the stomach and lower back muscles to support the body. Issuing and receiving inventory items requires power grasping with both hands, pushing and pulling items weighing up to 75 pounds, and fine manipulation of packages received and parts issued. When operating a forklift or driving the warehouse van, the incumbent operates foot controls. An incumbent opens, visually inspects and moves packages received weighing up to 25 pounds and issues parts weighing up to the same amount.

The Selection Process:

Please complete a thoughtful, thorough Supplemental Questionnaire submission.  As part of the selection process, your responses may be scored using criteria specific to this position.  Incomplete responses, generic responses, or responses such as "See Resume" can result in disqualification from the selection process.

The selection process will include a minimum qualifications assessment, and may also include an application and supplemental questionnaire review, followed by department selection interviews.  An eligibility list will be established as a result of this selection process and may be used to fill the current vacancy and any future vacancies.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.    

If you have any questions regarding this exciting opportunity, please contact Amanda Suhrke at ASuhrke@srcity.org.

The City of Santa Rosa is proud to be an equal opportunity workplace. 

SANTA ROSA - A WONDERFUL CITY TO CALL HOME: 
The City of Santa Rosa is nestled in the center of famous Sonoma Wine Country, located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa serves as the County seat and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.   

Agency: City of Santa RosaAddress100 Santa Rosa Ave, Room 1, Santa Rosa, California, 95404

Phone: 707-543-3060

Website: https://www.governmentjobs.com/careers/srcity