Facility, Fleet, and Inventory Specialist

Western Virginia Water Authority   Roanoke, VA   Full-time     Maintenance
Posted on March 28, 2024
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SUMMARY OF JOB

Coordinates/manages facilities maintenance/housekeeping for all buildings operated by Field Operations (FO).  Coordinates/manages fleet maintenance/in-house record keeping at FO. Maintains/tracks inventory and distributes supplies/parts/ equipment/tools. Ensures security at FO facilities.  Prepares detailed reports/record.  Coordinates fuel inventory and fuel users.  Maintains fuel records and responsible for all VDEQ Tier 2 reports/requirements pertaining to the underground fuel storage tanks.  Coordinates/ presents Underground Storage Tanks (UST) operator training on a regular basis. Supervises Administrative Assistants at FO.  Graduation from high school/ GED equivalent plus (5) or more years of related experience in maintaining/supervising facilities/fleet.   Experience/training in warehousing/utility operations preferred.  Have/Maintain certification meeting the DEQ requirements for underground storage tank/DEQ reporting. Have/Maintain certification meeting the requirements for Forklift Operator Safety Training.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Includes the following. Other duties may be assigned or scheduled.

  • Performs responsible administrative work in coordinating the operation, maintenance, and quality control of Field Operations facilities and fleet management.
  • Ensures security of the Field Operations facilities.
  • Assists in updating, completing, and managing term contracts for maintenance services for Field Operations facilities.
  • Assists HR Fleet/Apprentice Coordinator in working with Fleet Service Center for Field Operations vehicles and equipment and resolve any vehicle/equipment issues.
  • In coordination with the HR Fleet/Apprentice Coordinator, assists Management with providing data to help identify capital equipment and vehicle replacement needs. Final decisions related to capital equipment and vehicle replacement maintenance/repair costs are made by the Fleet/Apprentice Coordinator.
  • Prepares and submits detailed reports and records when required. Reports may include financial breakdown of fleet maintenance and repair costs, periodic GPS reports on fleet vehicles, and other job related assessments.
  • In collaboration with Roanoke County Fleet Services coordinates the fuel inventory and fuel system users for Field Operations.  
  • Maintains fuel records and responsible for all VDEQ Tier 2 reports pertaining to the underground fuel storage tanks and VDEQ requirements for above ground storage tanks at Field Operations facilities.
  • Coordinates and presents Underground Storage Tanks (UST) operator training to Field Operations personnel on a regular basis as required.
  • May serve as a back-up Vehicle Incident Investigator for the Safety/Training Coordinator at Field Ops. Documents and updates photographic inventory of fleet vehicles and equipment.  
  • Oversees and maintains the stock of supplies, parts, equipment and tools for all Field Operations crews; and janitorial items for building use.
  • Works closely with all Managers to plan and order replacement of stock items.
  • Checks specifications for requisitions of stock items.
  • Receives, verifies quantities and specifications, and places stock in warehouse.
  • Oversees the inventory, maintaining structure of all stock items inside and outside facility.
  • Issues supplies and hand tools as needed.
  • Operates forklift.
  • Manages and maintains computer software for inventory/asset tracking information.
  • Ensures computer terminal is properly used to track warehouse inventory.
  • Maintains asset inventory for small tools and equipment and tracks
    replacement Purchasing Card (pCard) tool purchases.
  • Prepares routine and annual reports on warehouse stock and operation which includes crew inventories, and an annual physical inventory.
  • Coordinates with outside annual auditors who randomly check a percentage of the inventory for accuracy with what is shown in the Inflow software.
  • Assists in completing and updating term contracts for parts and supplies.
  • Assists in the collection of data and other information for necessary changes and improvements to facility, fleet and inventory systems, processes, policies and procedures.
  • Utilizes financial management software to enter invoices for approval.
  • Acquires and obtains material quotes, as requested, and executes purchase agreements following procurement policies.
  • Manages and coordinates all aspects of uniform rental for employees at Field Operations, along with purchasing Authority apparel items for employees as needed.
  • Confers with and advises Management on problems encountered within areas of responsibility and provides possible solutions.
  • Take active role or assures subordinates take active role in developing employees by establishing individual employee goals and objectives. Assures appropriate resources are available to obtain established goals and objectives.  
  • Oversee personnel performance evaluations for assigned personnel. Prepare performance evaluations for direct reports.
  • Assure employee evaluations are complete and accurate and meets all requirements.
  • Recommend appointments and promotions within assigned area.
  • Work with Field Operations Managers, Assistant Director and/or Deputy COO in regards to dismissal of employees.
  • Improve employee performance through feedback based upon assigned duties and responsibilities.

SUPERVISORY RESPONSIBILITIES

Manages and supervises assigned employees in accordance with the organization's policies and applicable laws and regulations.  Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to think logically and comprehend data.
  • Ability to review and recommend improvements in processes and procedures for assigned area.
  • Ability to work with minimal supervision.
  • Ability to work safely and obey all safety rules.
  • Ability to communicate effectively, both verbal and in writing.
  • Ability to establish and maintain effective working relationship with coworkers, other Water Authority departments and the general public.
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, maps and procedure manuals.
  • Ability to apply common sense understanding to carry out instructions furnished in writing, oral or diagram form.
  • Ability to represent assigned area in meetings attended.
  • Ability to write reports, correspondences and procedure manuals in a clear concise manner.
  • Ability to work alone or in a team environment.
  • Must possess and maintain a good work ethic concerning attendance, punctuality, positive attitude, meeting deadlines, being a team player and encouraging teamwork among employees.
  • Thorough knowledge of computers, applications in databases and record-keeping systems.

EDUCATION and/or EXPERIENCE 

Graduation from high school or GED equivalent plus (5) or more years of previous or related experience in maintaining and/or supervising facilities, fleet, and experience and/or training in warehousing or utility operations preferred or equivalent combination of education and experience.

CERTIFICATE, LICENSE, REGISTRATION REQUIREMENTS

Must possess a valid Virginia driver's license or have the ability to obtain one within 60 days of employment date. No more than six (6) demerit points on driving record if required to drive Water Authority vehicles.

Must maintain a current certification meeting the DEQ requirements for underground storage tank and DEQ reporting.

Must maintain a current certification meeting the requirements for Forklift Operator Safety Training.

PHYSICAL DEMANDS OF THE JOB

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

  • While performing the duties of this job, the employee is regularly required to walk, stand, and sit; use hands to finger, handle or feel; reach with hands and arms; talk and hear.
  • Specific vision abilities required by this job include ability to adjust focus. If corrective lenses are noted on driver’s license, the lenses must be worn when operating Authority vehicles.
  • Repetitive movement using equipment is involved.
  • While performing the duties of this job, the employee is regularly required to stoop, kneel, crouch, bend, climb, balance or crawl.
  • Employee must be able to stand for an extended amount of time at the jobsite.
  • Employee must be physically able to walk several miles during the day.
  • Employee must be physically able to regularly reach overhead.
  • Employee must regularly lift, carry and/or move up to 50 pounds and occasionally 100 pounds. Assistance is required on weight amounts above those listed. Failure to do so could result in injury and denied Worker's Compensation benefits.                   

WORK ENVIRONMENT ENCOUNTERED IN THIS JOB

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

  • Employee will be regularly exposure to moderate or high noise level, extreme outside weather conditions, uneven, steep, slippery terrain conditions, dusty conditions and wet and/or humid conditions.
  • Employee will be subject to exposure to moving mechanical parts and heavy equipment operation.
  • Employees will be subject to roadway hazards, i.e. traffic.  
  • Employee will be subject to outside hazards, i.e. poison ivy, bees, spiders, dirt, animals.

GENERAL STATEMENT AND SELECTION GUIDELINES

The above statements describe the general nature and level of work assigned to in this job position. They should not be construed as an exhaustive list of all job duties or tasks performed by personnel so classified.

The following will identify the selection guidelines for job placement:

  • WVWA application
  • Rating of education, experience, training and qualifications
  • Reference checks
  • Interview with WVWA management team
  • Applicant must pass a pre-employment physical and drug/alcohol test
  • A criminal background check and social security number verification will be performed. The results must match information provided by the applicant on the WVWA application
  • Job related test might be required and would be administered to all applicants applying for the position