Records Administrator/Fleet Inventory/Asset Management na City of Cambridge

Explanation of Labor Service Job Type can be found on the City of Cambridge Human Resource Department's website under Tips & FAQs

 ABOUT OUR DEPARTMENT:  

The Department of Public Works is a 250-person department committed to providing dependable, high-quality services; developing a safe, healthy, livable environment; supporting and developing the work force; engaging the community and providing excellent customer service; and planning for a sustainable future.  The Records Administrator for Fleet Inventory/Asset Management provides administrative and clerical support to the Fleet Division and is a key member of the team of administrative professionals within the Administration Division of the Department. Overall, performs assigned administrative duties requiring a high degree of decision making and knowledge of services provided by the Department of Public Works.

ABOUT THE ROLE:           

Reporting to the Assistant Commissioner for Administration, under the daily direction of the Fleet Manager, the Public Works Records Administrator/ Fleet Inventory and Asset Management is a unique role.  The position provides core support for the Fleet Division’s daily operations and is also a key member of the team of administrative professionals within the Department. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Work on work order, inventory, and asset management projects in the Fleet Division, with the potential to perform similar work for other divisions, as needed.

• Develop and implement ongoing inventory management practices.

• Collaborate with employees involved in completing work to ensure that systems are effective and efficient.

• Conduct initial inventory of vehicles, equipment and supplies. 

• Record, log and track inventory and assets in computerized inventory and asset tracking systems.

• Order materials, supplies, and services from vendors. 

• Issue requisitions and pay bills.  Track associated contract and purchase order value.

• Assist with the development and implementation of new systems to manage work orders.

• Input maintenance, service, and repair orders into computerized work order and asset management systems.

• Issue regular maintenance work orders.

• Generate reports on the status of work orders, inventory, and assets.

• Assist with development of Fleet Division budget and related reports.

• Learn new technology programs, transfer knowledge to other staff.

• May operate forklift, as needed, subject to completion of in-service training program.

 Act as a primary back up for the Public Works front desk and/or main phone line, as needed. If/when acting as back up, duties may include:

• Use a variety of methods of communication, including but not limited to phone, radio, e-mail, and social media.

• Prioritize and manage multiple incoming communications.  Answer common questions from the public, forward inquiries to the proper contact as appropriate.

• Collect mail from and make deliveries to Cambridge City Hall.  Sort and distribute deliveries to Public Works Divisions.

• Perform related duties as needed.

• Participate in emergency operations, particularly those related to snow and other storms. 

• Must be available to work over-time as needed.

• Provide information and assistance to the public during these events and facilitate communications between the public and emergency operations crews.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM REQUIREMENTS:    

• Minimum of three (3) years of experience in an administrative professional role, five (5) years preferred.  Must have strong professional references and be able to demonstrate increasing levels of responsibility during past work experience.
• Working knowledge of Microsoft Outlook, Word, and Excel, familiarity with Web access.  The City may require that the successful candidate take and pass a computer skills proficiency test in Microsoft Outlook, Word, and Excel at hire or within 12 months of hire.
• High School/GED required.  Associates' Degree in related field preferred.
• One (1) or more years of experience in inventory control preferred.

Ability to:

• Communicate effectively with coworkers and the public, both verbally and in writing.
• Organize and coordinate work-related activities.
• Accurately process financial transactions, and demonstrate attention to detail in all tasks.
• Or with minimum supervision after initial work orientation. 
• Exercise sound judgment and negotiate priorities, particularly during busy times of year and during emergency operations.
• Must be comfortable with rapidly changing business processes, adept at adopting new technology, and committed to continuously improving the efficiency and effectiveness of our organization.

WORK ENVIRONMENT:  Includes a combination of exterior and shop environments, and office environments.  Candidate may be exposed to a variety of weather conditions and at times will work in a moderate to high noise level environment caused by sound of machinery or powered equipment being used.  Occasional odor may occur during course of work.  Complies with established safety rules and regulations.  Busy office work environment characterized by multiple work demands from department staff, a great deal of customer interaction, and the demands of an open space office environment.  Fluorescent lighting, air conditioning and carpeted floors.

PHYSICAL DEMANDS:  Ability to access, input and retrieve information from a computer. Ability to operate office equipment including copiers, printers, fax and scanners. Execute multiple tasks involving keyboarding, telephones, writing, bending, reaching, and lifting of supplies, parts, books and boxes of large files and documents (up to 50 lbs).   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED DOCUMENTS:

Please upload the following documents to complete your application.

• Resume
• Cover letter