Stores Administrator

Job Description:

Stores Administrator

Description

THE POSITION

In the Fire Department, this position plays a critical role in managing and overseeing all storekeeping operations, ensuring firefighters have the necessary gear and equipment to perform their duties safely and efficiently. The position oversees procurement, purchasing, inventory tracking, and budgeting for essential items, including firefighter Personal Protective Equipment (PPE), station supplies, small tools, and equipment for fire trucks and engines. This role requires direct handling of the City’s procurement process, from purchasing and vendor coordination to payment processing and budget tracking through internal software. Additionally, it interacts closely with City Fleet, City IT, the City Budget Office, and all internal Fire Department divisions to ensure seamless operations. This position also supervises two Store Clerks and one Administrative Technician, providing leadership and ensuring efficient workflow within the department’s main PPE and Utility shops.

IDEAL CANDIDATE STATEMENT

The ideal candidate for this position in the Fire Department should have a strong background in storekeeping, procurement, inventory management, and budgeting, with experience handling a diverse range of supplies, including firefighter PPE, station supplies, and emergency equipment. They should be well-versed in public agency procurement process, including purchasing, vendor management, tracking inventory using software systems, processing payments, and effectively managing and tracking budgets to ensure cost-effective purchasing. Strong leadership and supervisory skills are essential, as this position oversees two Store Clerks and one Administrative Technician. The candidate must also be able to coordinate with multiple City departments and Fire Divisions, requiring excellent communication and collaboration skills. A successful candidate should have keen attention to detail, be able to forecast inventory needs and manage budget allocations and proactively address supply chain challenges to ensure firefighters always have the necessary tools and equipment.

Under general direction, manages and administers storekeeping functions within a City department or large division; directs and oversees the issuance of materials, supplies, equipment, a variety of industrial automotive and transit vehicle parts; ensures that sufficient stock is maintained to meet departmental or division needs; plans and coordinates centralized activities such as the disposal of surplus materials, supplies and equipment; and develops department or division storekeeping policies, procedures, goals and objectives.

DISTINGUISHING CHARACTERISTICS

An incumbent in this class is responsible for administering and managing the operations of one or more departmental storekeeping facilities, and for assisting higher-level management in the strategic development and implementation of effective and efficient storekeeping practices. Responsibilities typically include direct supervision over lower-lever classifications in the Stores series and other support staff.

This class can be distinguished from the Senior Storekeeper class by its broader responsibility for managing and overseeing all of the storekeeping functions within a department or large division, as well as administering and coordinating vendor relationships and procurement contracting.

SUPERVISION RECEIVED AND EXERCISED

General direction is provided by a higher-level administrative or division manager. Responsibilities include the direct and indirect supervision of lower level personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Plan and coordinate the procurement, inventory and internal distribution of materials, supplies and equipment; confer with management, operations superintendents and other City staff regarding organizational storekeeping needs, policies, procedures, rules and regulations.
• Provide management oversight of contract provider when services are outsourced.
• Interpret City policies and procedures pertaining to storekeeping activities.
• Plan, monitor and administer day-to-day storekeeping operations in order to ensure compliance with laws, regulations, standards and requirements.
• Identify the need for policy and procedural enhancements; conduct surveys, studies and benchmarking analyses of other agencies; conduct related data analyses and provide summary reports to management.
• Participate in the development and implementation of department/division policies, procedures, goals, objectives and priorities as required for effective development and implementation of action plans in support of the section's mission and vision; identify resource needs; develop, recommend and implement methods of maximizing stores-related technology services.
• Maintain comprehensive vendor information necessary for sourcing inventory such as special order mechanical, machinery, plumbing, computer and office tools/supplies.
• Establish and renew annual purchase orders, develop new resources and contracts for materials and supplies to provide cost effective purchasing according to City business goals and procurement policies.
• Prepare or direct the preparation and posting of procurement-related RFP's and RFQ's to the City's website; review bids and recommend successful bidders.
• Prepare or direct the preparation of advertisements, schedules and bid documents pertaining to the disposal of surplus items.
• Plan and supervise the work of onsite and remote staff; conduct employee evaluations and provide training and staff development.
• Prepare storekeeping-related budgets for the purchase of materials, equipment, supplies and services.
• Forecast material and supply requirements based on past demand, current purchasing and inventory practices and projected needs in order to ensure that adequate quantities and types of items will be available.
• Prepare reports showing the need for increases to existing purchase orders, based on actual and projected expenditures; review inventory and stock rotation data to ensure that budget projections are met.
• Direct and review the preparation and maintenance of records used in the receipt and issuance of all stock items.
• Prepare and process procurement documents such as requisitions, vouchers and justifications.
• Resolve difficult or sensitive vendor, employee and/or customer issues.
• Ensure adequate repair and timely preventive maintenance of tools and shop equipment; establish vendor agreements and monitor costs associated with outsourced tool repair.
• Supervision of tool repair functions and activities.
• Coordinate special procurement requests and emergency purchases of tools, equipment, supplies and materials using several different methods of payment.
• Provide exceptional customer service to those contacted in the course of work.
• Other related duties may also be performed not all duties listed are necessarily performed by each individual holding this classifications.

QUALIFICATIONS

Knowledge of:

• Principles and practices of the administration of public agency warehousing facilities.
• Procurement, storekeeping and inventory methods and procedures in a public agency setting.
• Methods of obtaining oral or written price quotations and preparing formal specifications and bid packages.
• Purchasing cycles as they apply to materials storage activities.
• Computerized inventory control systems.
• Principles and practices of public administration, including personnel administration, budgeting, finance, procurement and facilities management.
• Principles and practices of effective supervision, including the selection, training and evaluation of employees.
• Nomenclature, grades and classification of a variety of supplies and materials.
• Federal, state and local laws, codes and regulations pertaining to the procurement and storage of materials in a public agency environment.
• Safety regulations and procedures pertaining to storekeeping work.
• California vehicle codes as they pertain to the transportation of materials and equipment.
• Standard arithmetic including addition, subtraction, multiplication, and division; standard units of weights and measures.
• Computer operation, including standard word processing and spreadsheet software used for inventory management.
• Principles and practices of customer service.
• Research techniques, methods and procedures.
• Methods of reporting information.

Skill in:

• Managing and administering storekeeping and related functions.
• Managing and supervising the work of subordinate staff.
• Using manual and computerized systems.
• Researching and reporting on data applicable to storekeeping and related functions.
• Analyzing data for improving efficiency and the quality of operations.

Ability to:

• Manage and administer storekeeping and related functions that may involve department-specific items with specialized identification, sourcing, handling, and procurement requirements.
• Translate technical specifications into appropriate purchasing requests.
• Plan, schedule, assign, direct and evaluate the work of subordinates.
• Transport warehouse materials and equipment.
• Identify and request resources needed to support efficient and cost effective operations.
• Compile and maintain data in manual and computerized systems.
• Use standard word processing and spreadsheet software.
• Prepare forms, reports and other documents.
• Analyze operational data in order to develop recommendations for improving efficiency and quality and to improve upon manual and automated systems and records.
• Correctly use standard principles of weights, measurement, and arithmetic.
• Communicate effectively, both orally and in writing.
• Establish and maintain effective working relationships with those contacted during the course of the work.

EDUCATION AND EXPERIENCE

Experience:

Four years of storekeeping or other experience that includes purchasing a variety of materials, supplies and equipment as well as the development of formal specifications and sources of supply; with at least one year of supervisory or management-level experience. Public sector experience is highly desirable.
-AND-

Education:

A Bachelor's Degree from an accredited college or university with major course work in business administration, public administration, accounting or a closely related field.

Substitution:

Additional qualifying experience may substitute for the above-required education on a year-for-year basis, where one year of experience is considered equivalent to thirty (30) semester (or equivalent quarter) units. At least one year of this experience must be supervisory or management-level experience in the areas of materials control and purchasing.

PROOF OF EDUCATION

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

SPECIAL QUALIFICATIONS

Driver License:

Possession of a valid California Class C Driver License. Individuals who do not meet this requirement due to a physical disability will be reviewed on a case-by-case basis.

PHYSICAL REQUIREMENTS

Maintain effective audio-visual discrimination and perception needed for :

• making observations
• operating assigned equipment
• communicating with others.

Maintain physical condition appropriate to the performance of assigned duties and

responsibilities which may include the following :

• walking, standing or sitting for extended periods of time
• moving supplies, parts and equipment weighing up to 50 pounds
• bending, stooping and climbing
• operating assigned equipment.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
  • If applicants do not list current and past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.

Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position. Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.
2. Supplemental Questionnaire: (Pass/Fail) - In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline ;

• Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
• Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
• A resume will not substitute for the information required in the supplemental questionnaire.
• Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process.

3. Screening Committee: (Pass/Fail) - All applications received by the final filing deadline will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

4. Interview Process: Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Application Support at 855-524-5627.
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ;
• Send an email to employment@cityofsacramento.org ; or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information

Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 2/27/2025 11:59 PM Pacific

Salary:

$75,027.68 - $105,571.48 Annually