Garage Parts Clerk and Service Advisor

PARTS CLERK / SERVICE ADVISOR

Department: Garage, City of Cartersville

Reports To: Garage Supervisor

JOB SUMMARY

The Parts Clerk / Service Advisor supports the daily operation of the City Garage by coordinating vehicle and equipment service requests, maintaining parts and supply inventories, processing repair and purchasing documentation, and serving as a primary point of contact between the Garage and City departments. The position works closely with the Garage Supervisor and Mechanics to help ensure needed parts, information, approvals, and records are available so preventive maintenance and repairs can be completed safely, accurately, and efficiently.

MAJOR DUTIES

• Receives vehicle and equipment service requests from City departments; gathers information regarding reported problems, operational needs, and requested maintenance.
• Creates, updates, and closes work orders and repair records; records vehicle/equipment identification, mileage or hours, requested work, parts used, labor information, repair status, and return-to-service information.
• Coordinates with the Garage Supervisor and Mechanics to establish service priorities, communicate repair status, and assist departments with scheduling preventive maintenance and repair appointments.
• Serves as a customer-service contact for City departments regarding vehicle and equipment maintenance, repair status, estimated completion, parts availability, and related Garage services.
• Maintains parts, fluids, filters, tires, shop supplies, and other Garage inventory; monitors stock levels and identifies reorder needs.
• Researches and identifies appropriate replacement parts using parts catalogs, manufacturer information, vehicle identification data, maintenance records, and vendor resources.
• Obtains price quotes and orders approved parts, tools, supplies, and services in accordance with City purchasing requirements and Garage procedures.
• Receives and verifies deliveries; compares parts and quantities to purchase orders, packing slips, and invoices; reports discrepancies and coordinates returns or exchanges.
• Issues parts and supplies to Mechanics and records usage to the appropriate vehicle, equipment, work order, or inventory account.
• Tracks special-order parts, backorders, cores, warranties, credits, returns, and vendor claims and follows through until resolved.
• Reviews invoices and supporting documentation for accuracy and forwards approved documentation for payment in accordance with City procedures.
• Maintains organized records related to parts purchases, vendors, work orders, warranties, preventive maintenance, repair history, inventory, and other Garage operations.
• Assists with periodic physical inventories and reconciles inventory records; investigates and reports discrepancies.
• Assists the Garage Supervisor with specifications, cost information, maintenance histories, and documentation related to vehicle/equipment replacement, purchasing, budgeting, and fleet planning.
• Maintains effective working relationships with parts suppliers, repair vendors, dealerships, contractors, and representatives of other City departments.
• Helps maintain a clean, organized, and safe parts/storage area and ensures parts and supplies are properly labeled, stored, and secured.
• May pick up or deliver parts, supplies, vehicles, or equipment and may operate City vehicles as assigned and authorized.
• Provides administrative support to Garage operations, including answering phones, preparing reports, filing records, data entry, and other related duties.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of automotive, truck, heavy-equipment, and small-engine parts, terminology, and basic vehicle systems sufficient to communicate effectively with Mechanics, vendors, and City departments.
• Knowledge of inventory control, purchasing, receiving, invoicing, and recordkeeping practices.
• Knowledge of parts catalogs, manufacturer information, preventive maintenance schedules, work-order systems, and related fleet-maintenance records.
• Knowledge of general office practices and procedures and skill in using computers, email, spreadsheets, databases, and fleet or inventory management software.
• Ability to research and identify correct parts and supplies using vehicle/equipment information, serial numbers, VINs, specifications, and technical resources.
• Ability to organize and prioritize multiple requests, monitor pending orders, and follow through on time-sensitive service needs.
• Ability to maintain accurate records and perform basic mathematical calculations related to quantities, pricing, invoices, and inventory.
• Ability to communicate clearly, professionally, and courteously with City employees, vendors, and the public.
• Ability to exercise sound judgment, maintain confidentiality when appropriate, and resolve routine service or purchasing issues within established procedures.
• Ability to work cooperatively in a garage/shop environment and support safe and efficient fleet operations.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent; additional training in automotive technology, parts management, fleet maintenance, inventory control, business, or a related field is preferred.
• Two (2) years of experience in automotive or equipment parts, service advising, fleet maintenance support, inventory, purchasing, or a closely related field is preferred; an equivalent combination of education and experience may be considered.
• Experience with automotive or heavy-equipment parts identification, work-order systems, or fleet/inventory software is preferred.
• Possession of a valid Georgia driver's license and an acceptable driving record.
• Ability to obtain and maintain any additional licenses, certifications, or training required by the City for assigned duties.

SUPERVISORY CONTROLS

The Garage Supervisor assigns work in terms of Garage priorities, preventive maintenance schedules, service requests, purchasing requirements, and established procedures. The employee organizes assigned work, coordinates with Mechanics and City departments, and uses judgment in prioritizing routine service and parts needs. Work is reviewed for accuracy, completeness, timeliness, customer service, and compliance with City and Garage procedures.

GUIDELINES

Guidelines include City purchasing and financial procedures, Garage operating procedures, preventive maintenance schedules, work-order and inventory procedures, manufacturer parts and service information, vendor catalogs, safety requirements, and applicable City policies. These guidelines are generally clear but require judgment in identifying parts, resolving discrepancies, coordinating service needs, and maintaining accurate records.

COMPLEXITY

The work consists of varied customer-service, inventory, purchasing, recordkeeping, and fleet-support duties. The variety of vehicles and equipment serviced, multiple vendors and parts sources, changing repair priorities, emergency service needs, and the need for accurate cost and maintenance records contribute to the complexity of the position.

SCOPE AND EFFECT

The purpose of this position is to support the efficient maintenance and repair of City vehicles and equipment by ensuring service requests are properly documented, parts and supplies are available, and repair information is communicated accurately. Successful performance helps reduce vehicle and equipment downtime, supports effective use of City resources, and improves service to City departments.

PERSONAL CONTACTS

Contacts are typically with the Garage Supervisor, Mechanics, other City employees and department representatives, vendors, suppliers, dealerships, contractors, and manufacturer representatives.

PURPOSE OF CONTACTS

Contacts are typically to receive and coordinate service requests, exchange technical and purchasing information, obtain parts and supplies, resolve order or invoice issues, communicate repair status, and provide Garage services to City departments.

PHYSICAL DEMANDS

The work is performed while sitting, standing, walking, bending, reaching, crouching, or stooping. The employee may be required to lift and move parts, tires, supplies, and other objects; climb steps or ladders; and use a computer, scanner, telephone, and basic shop or material-handling equipment. The employee must be able to safely enter, exit, and operate assigned City vehicles as required.

WORK ENVIRONMENT

The work is performed in an office, parts/storage area, garage/shop environment, and occasionally outdoors or at vendor and field locations. The employee may be exposed to noise, dust, dirt, grease, automotive fluids, exhaust fumes, moving vehicles and equipment, and inclement weather. Appropriate personal protective equipment and safe work practices are required when entering shop or service areas.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None. The position may provide routine work-related guidance to employees regarding parts issuance, work-order documentation, inventory procedures, or service-request processes but does not have formal supervisory authority.

The City of Cartersville is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected status.

Interested in applying?

Employment Application

Complete application and email Cover letter, Resume, with Qualifications to: hr@cityofcartersville.org.