Fleet Purchasing Specialist

• Administers the TOV Fleet purchasing system including order analysis for terms, discounts, credits, and taxes. Researches and resolves billing disputes. Manages contract payments for timely compliance for retainage, retainage release, inverted PO’s, packing slips, invoice systems, and annual purchase orders.
• Procures parts and supplies from vendors through competitive pricing, specification writing, bidding, and negotiating. Establishes economic balance on hand levels and automatic reorder points based on utilization and equipment down-time analysis.
• Orders all parts for the Fleet Division and assists in Public Works purchasing as requested. Stocking a wide variety of consumables for cross departmental needs.

• Maintains inventories for vehicles, parts, fuel, work orders, and purchase orders utilizing the Fleet software accounting system. Generates monthly and annual reports utilized by finance to bill user departments and maintain an accurate Heavy Equipment Fund (HEF) balance. Prepares special reports as directed.
• Utilizes Computerized Fleet Analysis (CFA) software to receive, dispense, and maintain inventories at optimum levels based on economic re-order data. Labels and assigns part numbers, maintains physical storage inventory, and conducts annual and periodic inventory audits as required. Disposes of obsolete vehicles, parts, and equipment through vendors, auctions, and other purchasing outlets.
• Manages fuel inventory daily and orders fuel as required utilizing the TOV dispenser system. Encodes fuel dispenser cards, tracks card inventory, and reviews employee utilization.
• Maintains and monitors the Public Works shipping/receiving system. Tracking and distributing incoming and outgoing parts, equipment and all other freight /inventory to and from user departments.
• Records the TOV radio inventory, tracks and submits units for repair, and distributes spare parts and accessories

• Performs financial administration through implementation and adherence to proper accounting methods/procedures as established by the town policy.
• Performs data entry and typing as required to maintain records and requisition inventory and supplies.
• Administers the mechanic allowances maintaining accurate records of purchases and usage.
• Monitors the radio for vehicle breakdowns and dispatch mechanics to assist with vehicle failures in the field. Act as the main contact point for fleet operations.
• Completes warranty reimbursement documentation for all new equipment and parts that fail.
• Administers and reconciles all purchasing card transactions.
• Serve the citizens and guests of the Town of Vail by abiding by all Town of Vail core values.
• Perform job in accordance with all Town of Vail safety practices.
• Other duties as assigned.

• Ability/aptitude to manage contracts, establish economic re-order points, and set balance on hand tracking
• Understands auto and truck parts, ordering, and inventorying.
• Have proficient computer skills in Word, Excel, and Fleet cost accounting.
• Mechanical or related field work experience and/or education related to the position.
• Excellent communication skills and ability to work effectively with all TOV personnel and vendors.

• High school diploma or equivalent. Associates or bachelors degree preferred.
• Minimum 2-years in the purchasing function. Parts management experience preferred
• ASE P1 & P2 parts certifications preferred. ASE auto and truck certifications desirable.
• Must have a Colorado drivers license, a Colorado class B CDL with a P2 endorsement is required within one year of employment.

Town of Vail