MATERIALS COORDINATOR

Department of Municipal Services

DEFINITION

Under the general direction of the Director of Municipal Services, or his designee, perform administrative, purchasing and inventory management functions involving significant coordination with vendors, purchasing, department personnel, and others, maintaining a PC based inventory system, including but not limited to, repair parts, automotive parts, buildings and grounds tools, equipment and supplies and other materials as required.

ESSENTIAL FUNCTIONS

Plan, supervise and coordinate the assigned purchasing/inventory functions in support of all Municipal Services Divisions.

Maintain a PC-based central inventory system with bins, shelving, racking and other material handling equipment including but not limited to, repair parts, supplies, equipment and construction materials.

Plan and coordinate optimum min-max inventory levels and deliveries by working closely with all divisions to minimize stock-outs and obsolescence in support of work orders and preventative maintenance systems. Interface with the Business Office to ensure that inventory and supply purchases are coordinated in a timely manner with respect to work orders.

Make frequent contact with vendors to purchase required materials in conformance with Town and State policies and regulations at the lowest possible cost with emphasis on quality and timely deliveries.

Program and schedule the energy management system as directed by the Director or his designee.

Assist the Director, Deputy Directors, Business Office and Superintendents by writing specifications and negotiating purchasing contracts, including but not limited, to vehicle and equipment purchases, tools, parts supplies, and other services.

Maintain a detailed accounting of all purchases, receivables, stock issues and inventory levels. Perform periodic physical inventories to identify and correct any shrinkage problems. Prepare a variety of purchasing and inventory reports and records.

Coordinate and supervise receiving, pick-up and delivery of materials; maintain an inventory area and coordinate town-wide mail delivery and transportation function.

Supervise, direct, instruct and train assigned staff in support of materials management and transportation activities.

Manage and coordinate all recycling of light bulbs, batteries, paints, electronics, etc. on behalf of Municipal Services.

Stage all materials for monthly preventative maintenance work orders so tradesman can complete their duties.

Maintain Town’s Fuel Depot.  

OTHER DUTIES

Prepare financial, special, operating or other periodic reports and records.

Respond to emergency calls at night and on weekends and holidays.

Perform related duties as required.

MINIMUM QUALIFICATIONS

Skills, Knowledge and Abilities

Ability to identify and specify plumbing, mechanical, electrical, vehicle, carpentry, painting, custodial and grounds parts, hardware, supplies, construction materials and related equipment as necessary.

Knowledge of supervisory principles and the ability to direct others in the performance of their duties.

Knowledge of State purchasing regulations/Chapter 30B.

Interpersonal skills to effectively interact and deal with facilities users, other town and school employees, and outside vendors.

Thorough knowledge of PC-based preventive maintenance and inventory systems and organization of a central inventory system.

Strong mechanical skills and working knowledge of vehicle and equipment maintenance and repairs.

Excellent administrative, computer and math skills overseeing a division budget, and in maintaining accurate records and producing reports.

Ability to adhere to department ethics regarding a high degree of honesty and integrity dealing with all outside vendors and contractors.

Education and Experience

Bachelor’s degree in Business Management or a technical area preferred, or equivalent combination of education and experience. Strong mechanical skills, training in a PC-based maintenance / inventory management system and technical training in appropriate maintenance trades; three years’ experience in PC-based maintenance, EMS, automotive and grounds parts and supply inventory systems; five years’ experience working in applicable maintenance trades with in-depth knowledge of plumbing, carpentry, mechanical, custodial, electrical, vehicle maintenance, grounds and construction parts, supplies, hardware and equipment; or any equivalent combination of education and experience. Massachusetts Certified Public Purchasing Official (MCPPO) Certification preferred, or must be obtained within one year.

SUPERVISORY RESPONSIBILITY

Provide daily direction to one full-time driver and one or more summer workers.

PHYSICAL ELEMENTS

Moderate to heavy physical effort required including, lifting, bending, climbing, pushing and pulling all materials associated in maintaining a central inventory system.

Duties require sustained periods of walking, standing and sitting.

May require on-site supervision during inclement weather.

Requires routine management of hazardous materials

FLSA Status: Non-exempt

Grade: IE-24

Standard Work Week: 36.25 hours

Job Code: 6586

Risk Code: 9410

Town of Andover Classification Review

Revised January 28, 2002; June 29, 2005

August 10, 2017