Warehouse Coordinator

The Benefits of City Employment: 
In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of health plan, a flexible spending program, employer contributions to a Retiree Health Savings plan, flexible work schedule options, and top of the line employer paid (free to you) vision and dental coverage. More information regarding benefits associated with this position can be found on our Miscellaneous Employee Benefits Page.


Additional benefits include:

• 12 paid holidays annually, plus 2 to 3 “floating” holidays per year depending on years of service
• $500 annually for wellness
• The City is a Public Service Loan Forgiveness Program (PSLF) Employer
• Paid Family Leave 
• 4% General Salary Increase - July 2026

The Ideal Candidate:
Should have prior experience in procurement, stocking, and contract management of industrial equipment and consumable service and repair parts. They should be versed in common terminology regarding piping, gearboxes, pumps, motors, electrical and instrumentation equipment. We are also seeking the candidate who has the following additional qualities for the position:
  

• Effective leadership skills
• Able to accept and provide direction
• Self-motivated
• Strong interpersonal skills
• Strong communication skills
• Strong organizational and problem-solving skills
• Flexible
• Innovative
• Proficient with current technology

This classification is responsible for planning, organizing, and coordinating warehouse and inventory control program, services, and activities. Performance of the work requires the use of initiative and discretion within established guidelines. Positions in this classification rely on experience and the use of judgment to ensure the program’s efficient and effective service delivery. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.


SANTA ROSA - A WONDERFUL CITY TO CALL HOME:  
The City of Santa Rosa is nestled in the center of famous Sonoma Wine Country, located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa serves as the County seat and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California. 

• Plans, coordinates, and directs the day-to-day operations of a comprehensive warehouse and inventory control program, including assisting in developing program policies and procedures.
• Prepares specifications for request for quotes; contacts vendors to request quotes and/or initiates, monitors, and participates in bid processes; receives and submits quotes/bids to supervisors and/or management for approval; procures goods upon approval.
• Orders, receives, stores, and issues materials, tools, equipment and supplies to City staff.
• Receives incoming purchases; checks material from suppliers for defects and shortages of received goods against purchase order/specifications; informs supervisor of materials delivered as damaged, delayed delivery, and/or not conforming to purchase orders; makes contact with vendors correcting necessary shortages, delays, returns, or incorrect shipments.
• Prepares and performs inventory cycle counts and annual physical inventory count; oversees the efficient utilization of available storage space.
• Creates, prepares, administers and/or processes requisitions, purchase orders, contracts, and related documents in accordance with established policies and procedures.
• Coordinates with the staff to forecast their material needs; researches, locates, and determines availability of materials; monitors supply chain to ensure an uninterrupted supply of items.
• Disposes of surplus and salvage equipment and/or materials
• Operates a variety of warehouse equipment, including fork lifts and related equipment; drives City vehicles to load, delivers, unload materials, supplies, and equipment as necessary.
• Ensures work areas are maintained in a clean and orderly condition, including securing equipment, vehicles, and tools at the close of the workday.
• Participates in annual budget preparation; identifies resource needs; prepares detailed cost estimates with appropriate justifications; monitors and controls expenditures.
• May respond to public inquiries and complaints by assisting with resolutions and alternative recommendations.
• Maintains accurate logs and records of work performed and for inventory control; prepares reports as requested.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs related duties as required.

Knowledge of:

• Warehouse and inventory control practices and procedures.
• Common carrier and shipping procedures and documentation.
• Parts, supplies, and materials commonly used by City staff.
• Methods, techniques, materials, equipment, and tools used in material handling and delivery.
• Occupational hazards and standard safety practices including traffic and safety laws and rules involved in driving and equipment operation.
• Principles and practices of budget and contract preparation and administration
• Basic mathematical principles and calculations.
• Principles and procedures of record keeping and report preparation.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• Understanding of principles and practices of contract management.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service, by effectively communicating with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Plan, organize, coordinate, and implement a comprehensive warehouse and inventory control program.
• Perform detailed and technical warehouse and inventory work accurately and in a timely manner.
• Safely and effectively operate and maintain a variety of warehouse and automotive equipment.
• Maintain inventory control through inventories, transfers, and requisitions.
• Organize, stock, and issue supplies and equipment; maintain adequate stock levels.
• Receive specialty item requests, research various systems, interpret manuals/catalogs to determine required items related to the specialty field.
• Research, compile, and interpret a variety of information and make appropriate recommendations.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Make accurate arithmetic computations.
• Prepare clear and concise reports, correspondence, and other written materials.
• Maintain a variety of filing, record keeping, and tracking systems of work performed.
• Adopt the City’s vision, mission, and values to provide high-quality public service and cultivate a vibrant, resilient, and livable city.
• Use tact, initiative, prudence, and judgment within general policy, procedural, and legal guidelines.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Equivalent to the completion of the twelfth (12th) grade; and
• Five (5) years of increasingly responsible experience in inventory control, storekeeping, and/or warehousing including use of automated and equipment inventory processes.

Licenses and Certifications:

• Must possess a valid US driver’s license upon date of application. Must obtain California driver’s license following hire date per California DMV regulations.
•  For positions where it is applicable, possession of, or the ability to obtain and maintain a valid forklift operator's certification by the end of the probationary period is required.

PHYSICAL DEMANDS

Must possess mobility to work in a warehouse and office environment; strength, stamina, and mobility to perform light to medium physical work to sit, stand, and walk on level, uneven, or slippery surfaces; frequently reach, twist, turn, kneel, bend, stoop, squat, crouch, and grasp in the performance of daily duties; to climb and descend ladders; to operate warehouse equipment; and to operate a motor vehicle and visit various City sites; and vision to inspect and operate equipment. Finger dexterity is needed to operate equipment. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 75 pounds with the use of proper equipment and/or assistance from other staff.

ENVIRONMENTAL CONDITIONS

Employees work in a warehouse and office environment and may be exposed to loud noise levels, cold and hot temperatures, chemicals, mechanical and/or electrical hazards, hazardous physical substances and fumes, and dust. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.