Shop Coordinator

Job Summary

Responsible for coordinating the inventory in the parts room with all of the work orders and vehicles assigned to mechanics. Ensures all needed parts are on hand for the work needed to be performed. Orders, tracks, and maintains the inventory from the vendors and updates the software as necessary. Coordinates and communicates with county supervisors to schedule vehicles needing maintenance/repairs in the shop and works with the mechanics and supervisor to schedule work orders based on the availability of parts. Must have the skills to be a backup mechanic, as needed, as well as be the first point of contact with customers. This position is critical to the efficiency of the shop and greatly impacts the volume of worked performed in the shop. It is also critical to relationships with the vendors and customers to be sure the county gets the best pricing, dependable service, staffing, and customer support.

Job Description

ESSENTIAL DUTIES

• Maintains the parts inventory list for the shop to ensures parts are ordered/available to complete work orders, as well as having commonly used parts on hand for quick repairs/scheduled maintenance. Handles shipping and receiving of shop supplies.
• Works with various software programs. Troubleshoots various computer/software problems, as well as problems with diagnostics and/or unplanned events.
• Assigns work order to mechanics. Prioritizes assignments.
• Communicates with county staff, vendors, and customers. Receives quotes and negotiates prices with vendors to ensure the county is getting the best deal possible. Works with staff to schedule vehicle repairs/scheduled maintenance.
• Aligns the billing from vendors with the invoices and tracks payments and return items/costs.
• Provides accurate records to support how repairs were completed, as well as documentation to show work was distributed.
• Provides assistance in the specifications of vehicles and their utilization.
• Writes and keeps up to date procedures and creates process maps.
• Makes the decision for cost-effectiveness on whether or not a vehicle is towed back to the shop or a mechanic is sent to the site to be repaired.
• Works the hours and/or shifts assigned and begins and ends work on time.
• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS

Requires equivalency of a high school graduation, Class B driver's license, and five years' experience repairing and maintaining vehicles, machinery, and heavy equipment to include work on diesel engines and one year working with air brakes. Must have same or similar experience in parts rooms setting that includes ordering parts for new/used equipment, working with multiple employees, assigning work orders, prioritizing workloads based on parts availability, and experience with purchase orders and requisitions for payment. Within 12 months of hire, one must obtain a Class A commercial driver's license; MN Vehicle Inspector, ASE Hydraulic Brake, and Air-Conditioning Systems certifications. ASE certification for parts.. A pre-employment exam and drug test is required. A reliable form of transportation for the performance of work responsibilities is required. A pre-employment exam and drug test is required.

PREFERRED QUALIFICATION(S)

Preference for completion of a two-year degree from a technical school for mechanic, four years' experience as an Equipment Mechanic, and four years of parts room experience in a public works setting or similar setting with a variety of diesel and gas engines with on- and off-road equipment.

Strong preference given for those already holding needed credentials and having experience with/ specialized training for hydraulic loaders, excavators, sanders, and tractors.

ASE certification in additional repair categories is desirable

SUPERVISORY CONTROLS

The employee is under general supervision of the Shop Supervisor.  Work is reviewed by the Shop Supervisor or Fleet & Facilities Manager through conferences, inspections, or in writing.

CORE COMPETENCIES AND ABILITIES

Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of various diesel and gas engine vehicles and parts for repairing such vehicles.Knowledge of various software programs such as Agile and Asset Works.Knowledge of the techniques and procedures of vehicle and equipment repairs and maintenance, including gasoline and diesel engines, and air conditioning systems.

Knowledge of uses of repair equipment including electric welders, acetylene torches, computer scanner, drills, and wrenches.

Knowledge of safe work practices in a maintenance shop.

Knowledge of occupational hazards and safety precautions common to the trade.

Abilities – Ability to safely drive motor vehicles and operating powered equipment.

Ability to prioritize equipment repairs.

Ability to use power tools to make repairs to heavy equipment, including trucks, snow plow attachments, backhoes, tractors, motor graders, loaders, etc.

Ability to use computer diagnostics for vehicles and trucks.

Ability to plan, oversee, and carry out a complete preventative maintenance program for new and existing equipment.

Ability to read repair manuals, diagrams, and parts catalogs.

Ability to use computers and other electronic devices for work tasks.

Ability to perform strenuous mechanical and manual labor often in rather inaccessible spaces and/or inclement weather conditions.

Ability to repair and maintain all vehicles and equipment owned by the county.

Ability to adapt available tools and repair parts to specific repair problems.

Ability to work independently and as part of a team.

Ability to establish and maintain effective working relationships with other employees.

Ability to use MS Office software for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

Ability to utilize asset management software fluently.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in a shop setting. One may be exposed to shop site hazards such as falling debris, moving equipment, chemical/dust exposure, treacherous surfaces, fumes, cold/heat, sharp objects, and related.

Physical activities include light to medium work: Sitting, talking, hearing, seeing, driving, standing, walking, climbing, balancing, stooping, kneeling, crawling, pushing, pulling, feeling, reaching, lifting, grasping, twisting above the waist, bending at waist, repetitive hand and arm motion, and fine finger manipulation in the use of a computers. Incumbent will climb in, out, and work under vehicles, exert force to maneuver items, and lifts and/or navigate up to 75 pounds on a routine basis in handling equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.