Fleet Parts Clerk*

Fleet Parts Clerk*

Salary

$60,392.28 Annually

Location

4151 Nakoosa Trail, Madison, WI

Job Type

PERMANENT FULL TIME

Job Number

2026-00255

Department

Fleet Service

Opening Date

08/13/2026

Closing Date

9/8/2026 11:59 PM Central

Comp. Group/Range

15/06

• Description
• Benefits
• Questions

General Description

The City of Madison Fleet Service Division seeks an organized and detail-oriented professional to serve as our Parts Clerk. This position supports the administrative and parts room functions of the Fleet Service Division, which collectively maintains over 1,500 pieces of equipment in the general municipal fleet. By assisting with parts research, procurement, inventory, and administrative tasks, this role ensures internal fleet operations are successful and supports our goal of limiting equipment down time and overdue preventative maintenance.

This is responsible technical and administrative support work in the implementation and coordination of a variety of parts room functions necessitating judgment, discretion, and initiative relative to purchasing decisions, priority setting, and the interpretation and application of policies, procedures, and processes. The Parts Clerk researches, orders, inventories, and delivers parts for vehicle and equipment repairs. This position maintains routine inventory and financial records, reconciles purchases to appropriate budgets, and assumes responsibility for follow-through on administrative detail. They will also perform regular inventory checks in coordination with the Parts Lead Worker and Parts Technicians. This position will prepare monthly reports related to maintenance and repair, fuel usage, and fuel inventories. They will also assist with the maintenance of various databases, including Faster and EJ Ward. This position will report to the Operations Manager and receive general direction from the Parts Lead Worker.

What Were Looking For:

• Technical knowledge of vehicle and equipment parts, inventory systems, and parts procurement.
• Excellent organizational and attention-to-detail skills with the ability to manage purchasing, inventory, and financial records.
• Strong data management and reporting skills using computerized inventory and database systems.
• Effective communication and customer service skills.

Schedule: Monday through Friday, 7:30 AM to 3:30 PM.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn't match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Examples of Duties and Responsibilities

Parts Procurement and Inventory Activities

• Fulfill parts order requests, including researching parts, identifying correct part numbers, issuing parts from stock or ordering from appropriate source, and delivering parts to technicians.
• Research parts vendors to source quality parts efficiently and in the most cost-effective manner.
• Maintain inventory system of parts in the Faster database, including but not limited to billing out parts, updating stocking levels, and correcting parts numbers.
• Take physical inventories of available stock items and maintain documentation and reports.
• Process invoices for payment on purchase orders.
• Receive, inspect, and stock parts and supplies.
• Assist with parts runs and deliveries as needed.
• Maintain a customer service focus, such as by requesting additional information to identify parts and providing delivery estimates.

Administrative Support

• Work with staff in other agencies to administer daily reporting of totalizer and inventory volumes at a variety of fuel sites.
• Complete monthly pass-through reports for all Fleet-supported fuel sites.
• Maintain records of pass-through reports and inspection documentation.
• Identify anomalies in fuel data, notifying appropriate staff.
• Back-up support for recording daily fuel levels, ordering fuel for delivery, and performing the daily data transfer of fuel transactions into Faster.
• Process and submit monthly interdepartmental billing reports for maintenance/repair and fuel transactions.
• Process and submit quarterly off-road fuel usage reports to Finance for state tax refund.
• Support purchasing activities by submitting requisitions, processing invoices, and reconciling p-card transactions.
• Assist with data entry in a variety of systems, including Faster, EJ Ward, and Munis.

Miscellaneous Tasks

• Back-up support for the out-of-town and pool car fleets, including responding to phone and email scheduling requests.
• Monitor reservations for the Training Room and administrative conference room; communicate facility needs if required by incoming groups.
• Assist with all special events involving the Fleet Service Division, including the Transportation & Innovation Expo, student group tours and presentations, etc.
• Perform and/or coordinate other special projects and program activities of the department as needed.

Perform other related duties assigned.

Minimum Qualifications

• Two (2) years of experience in applying the following:

• Parts, inventory, or storekeeping operations involving automotive, marine, heavy truck, agricultural, construction, industrial, or similar motorized equipment, including parts identification and nomenclature, parts ordering procedures; AND

• Computer software applicable to the duties of the position, including word processing, spreadsheet, inventory systems and database applications.

• OR-

• Associates (or higher level) degree from an accredited college or university in Logistics, Supply Chain Management, Business Administration, or a closely related field.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities.

For a complete list of the knowledge, skills and abilities, please view the class specification.

Special Requirements

Possession of a valid drivers license.

Physical Requirements

• Ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time. Work will periodically require bending and/or stooping and using a ladder to locate parts on a shelf.
• Ability to lift up to 25 pounds regularly, and up to 50 pounds occasionally.
• Work will require periodic driving of a regular motor vehicle and operation of a forklift.
• Payroll Title for this position is Fleet Parts Technician

The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.

Compensation

The City of Madison strives to pay competitive wages. View the current salary schedules for pay for all classifications. Employees receive increases based on tenure with the City.

Benefits

The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our website for more information.

Leave

Vacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below.

0-3 years 10 work days of vacation

After 3 years 12-1/2 days

After 7 years 15 days

After 11 years 17-1/2 days

After 15 years 20 days

After 19 years 25 days

After 27 years 27 days

Employees earn 3.5 personal days in addition to vacation.

Employees receive eight official paid holidays (New Years Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Years Eve).

Employees also earn 13 sick days annually that may accrue to a total of 150 days.

Retirement

The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.

Insurance

The City of Madison offers a variety of optional insurance programs including:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• Life Insurance
• Income Continuation Insurance (for short and long-term disability)
• Long Term Care Insurance

Other Benefits

The City offers numerous other benefits and programs for employees, including:

• 457(b) deferred compensation plans
• Employee Assistance Program
• Bus Pass on Madison Metro
• Flexible Work Schedules
• Employer-paid Training

01

Please indicate your highest level of education from the choices provided (Please note that a degree is not required for this position):

• Bachelors degree or higher in Logistics, Supply Chain Management, Business Administration or a closely related field
• Associates degree in Logistics, Supply Chain Management, Business Administration or a closely related field
• Technical Diploma in Supply Chain Management, Transportation and Logistics Management, or a closely related field
• No degree

02

Please list the degree type(s) and field(s) of study. (For example: Associates in Business Administration)

03

How many years of experience do you have using a parts management system such as FASTER?

• None
• Beginner (Less than one year)
• Intermediate (1 year to less than 3 years)
• Advanced (3 or more years)

04

How many years of experience do you have using an Enterprise Resource Planning (ERP) System, such as Tyler/MUNIS?

• None
• Beginner (Less than 1 year)
• Intermediate (1 year to less than 3 years)
• Advanced (3 or more years)

05

How many years of experience do you have working in an automotive or truck maintenance shop?

• None
• Beginner (Less than 1 year)
• Intermediate (1 year to less than 3 years)
• Advanced (3 or more years)

06

How many years of experience do you have using Microsoft Outlook?

• None
• Beginner (Can create, send, receive, and forward emails. Can organize emails into folders, create signatures, and attach files. Can make appointments and manage calendar invites. Can add, edit, and manage contacts)
• Intermediate (Can filter, search, and archive emails. Can use rules to manage incoming emails. Can share calendars, redirect meeting requests, manage contact groups, and set up auto-responders)
• Advanced (Can create complex rules, use macros to automate tasks, utilize conditional formatting, manage multiple calendars, create and manage distribution lists, export and import contacts, and delegate and track tasks)

07

How many years of experience do you have using Microsoft Word?

• None
• Beginner (Examples: Basic formatting, copying, pasting, change fonts)
• Intermediate (Examples: Create a table, insert a footnote, insert header/footer)
• Advanced (Example: Create a Table of Authorities in a brief)

08

How many years of experience do you have using Microsoft Excel?

• None
• Beginner (Can perform fundamental tasks such as data entry, basic formulas, and basic chart creation. Can use basic spreadsheet formatting, cell references, styles, and keyboard shortcuts)
• Intermediate (Can use more complex formulas, such as VLOOKUP, and can create and manipulate pivot tables, sort and filter data, and use conditional formatting)
• Advanced (Can manage and organize large amounts of data and create complex spreadsheet models, interactive dashboards, and customizable templates. Can design and implement complex formulas, including array formulas.)

09

Please indicate the types of work environments where you have gained experience with parts, inventory, or storekeeping operations. (Check all that apply)

• City/municipal government
• Automotive dealership/service center
• Independent automotive repair shop
• Fleet maintenance operation
• Truck/heavy-duty vehicle repair or service
• Agricultural equipment dealership/service
• Construction equipment dealership/service
• Marine/boat dealership or service
• Industrial equipment/machinery service or repair
• Transportation or logistics operation
• Warehouse/distribution operation
• Retail parts or hardware store
• Other related parts, inventory, or storekeeping operation
• No related experience

10

Please indicate if you have completed any of the following tasks. (Check all that apply)

• Parts ordering
• Reception and customer service over the phone
• Reception and customer service in person
• Data entry
• Tracking and submitting invoices for payment
• Invoice processing
• Inventory management
• None of the above

11

Please describe your experience with parts, inventory, recordkeeping or purchasing functions. Include the types of equipment or materials involved and the systems or processes you used.

12

Please describe your experience working in a fast-paced environment. What strategies did you use to be successful in your assigned tasks while also handling customer interaction?

Required Question

Employer Madison, City of (WI)

Address 215 Martin Luther King Jr., Blvd.

MMB Rm 261

MADISON, Wisconsin, 53703

Phone (608) 266-4615

Website http://www.cityofmadison.com/jobs