Stores Administrator

Sacramento Fire Department’s Emergency Medical Services (EMS) Division is seeking a Stores Administrator to manage the division’s procurement, inventory, and logistics operations.

About the Role

This position oversees the purchasing, receiving, stocking, and distribution of EMS medical supplies across all stations and apparatus, ensuring accurate inventory levels and timely deliveries. The role supervises logistics staff, maintains compliance with Sacramento County EMS requirements, and supports a variety of EMS programs by coordinating the procurement of specialized supplies as needed. The Stores Administrator monitors supply chain conditions and maintains essential equipment and technology systems to ensure the Department's emergency medical response operational readiness.

Under general direction, this role manages and administers storekeeping functions within a City department or large division; directs and oversees the issuance of materials, supplies, equipment, and a variety of industrial, automotive, and transit vehicle parts; ensures sufficient stock is maintained to meet departmental needs; plans and coordinates centralized activities such as the disposal of surplus materials, supplies, and equipment; and develops department or division storekeeping policies, procedures, goals, and objectives.

Ideal Candidate

The ideal candidate will bring strong experience in procurement, inventory oversight, and logistics operations, with the ability to manage complex supply chains and anticipate operational needs across a high-volume EMS system. They will demonstrate effective leadership skills, including the ability to guide and support logistics staff while maintaining accuracy and efficiency in fast-paced environments. Strong communication, organizational awareness, problem-solving abilities, and adaptability to evolving priorities are essential. A background in public agency purchasing, vendor coordination, and technology-based inventory systems is highly desirable, along with familiarity in supporting medical equipment and specialized EMS programs.

Responsibilities

• Plan and coordinate the procurement, inventory, and internal distribution of materials, supplies, and equipment; confer with management, operations superintendents, and other City staff regarding organizational storekeeping needs, policies, procedures, rules, and regulations.
• Provide management oversight of contract providers when services are outsourced.
• Interpret City policies and procedures pertaining to storekeeping activities.
• Plan, monitor, and administer day-to-day storekeeping operations to ensure compliance with laws, regulations, standards, and requirements.
• Identify the need for policy and procedural enhancements; conduct surveys, studies, and benchmarking analyses of other agencies; analyze related data and provide summary reports to management.
• Participate in the development and implementation of department/division policies, procedures, goals, objectives, and priorities for effective action plans supporting the section's mission and vision; identify resource needs and implement methods to maximize stores-related technology services.
• Maintain comprehensive vendor information for sourcing inventory, including special order mechanical, machinery, plumbing, computer, and office tools/supplies.
• Establish and renew annual purchase orders, develop new resources and contracts for materials and supplies to provide cost-effective purchasing aligned with City business goals and procurement policies.
• Prepare or direct the preparation and posting of procurement-related RFPs and RFQs to the City's website; review bids and recommend successful bidders.
• Prepare or direct the preparation of advertisements, schedules, and bid documents for the disposal of surplus items.
• Plan and supervise the work of onsite and remote staff; conduct employee evaluations and provide training and staff development.
• Prepare storekeeping-related budgets for the purchase of materials, equipment, supplies, and services.
• Forecast material and supply requirements based on past demand, current purchasing and inventory practices, and projected needs to ensure adequate quantities and types of items are available.
• Prepare reports showing the need for increases to existing purchase orders based on actual and projected expenditures; review inventory and stock rotation data to ensure budget projections are met.
• Direct and review the preparation and maintenance of records used in the receipt and issuance of all stock items.
• Prepare and process procurement documents such as requisitions, vouchers, and justifications.
• Resolve difficult or sensitive vendor, employee, and/or customer issues.
• Ensure adequate repair and timely preventive maintenance of tools and shop equipment; establish vendor agreements and monitor costs associated with outsourced tool repair.
• Supervise tool repair functions and activities.
• Coordinate special procurement requests and emergency purchases of tools, equipment, supplies, and materials using several different methods of payment.
• Provide exceptional customer service to those contacted in the course of work.
• Perform other related duties as assigned.

Requirements

Knowledge of:

• Principles and practices of the administration of public agency warehousing facilities.
• Procurement, storekeeping, and inventory methods and procedures in a public agency setting.
• Methods of obtaining oral or written price quotations and preparing formal specifications and bid packages.
• Purchasing cycles as they apply to materials storage activities.
• Computerized inventory control systems.
• Principles and practices of public administration, including personnel administration, budgeting, finance, procurement, and facilities management.
• Principles and practices of effective supervision, including the selection, training, and evaluation of employees.
• Nomenclature, grades, and classification of a variety of supplies and materials.
• Federal, state, and local laws, codes, and regulations pertaining to the procurement and storage of materials in a public agency environment.
• Safety regulations and procedures pertaining to storekeeping work.
• California vehicle codes as they pertain to the transportation of materials and equipment.
• Standard arithmetic, including addition, subtraction, multiplication, and division; standard units of weights and measures.
• Computer operation, including standard word processing and spreadsheet software used for inventory management.
• Principles and practices of customer service.
• Research techniques, methods, and procedures.
• Methods of reporting information.

Skills In:

• Managing and administering storekeeping and related functions.
• Managing and supervising the work of subordinate staff.
• Using manual and computerized systems.
• Researching and reporting on data applicable to storekeeping and related functions.
• Analyzing data for improving efficiency and the quality of operations.

Ability To:

• Manage and administer storekeeping and related functions that may involve department-specific items with specialized identification, sourcing, handling, and procurement requirements.
• Translate technical specifications into appropriate purchasing requests.
• Plan, schedule, assign, direct, and evaluate the work of subordinates.
• Transport warehouse materials and equipment.
• Identify and request resources needed to support efficient and cost-effective operations.
• Compile and maintain data in manual and computerized systems.
• Use standard word processing and spreadsheet software.
• Prepare forms, reports, and other documents.
• Analyze operational data to develop recommendations for improving efficiency and quality and to enhance manual and automated systems and records.
• Correctly use standard principles of weights, measurement, and arithmetic.
• Communicate effectively, both orally and in writing.
• Establish and maintain effective working relationships with those contacted during the course of the work.

Qualifications

Education and Experience

• Four years of storekeeping or other experience that includes purchasing a variety of materials, supplies, and equipment, as well as the development of formal specifications and sources of supply; with at least one year of supervisory or management-level experience.
• Public sector experience is highly desirable.
• A Bachelor's Degree from an accredited college or university with major coursework in business administration, public administration, accounting, or a closely related field.

Additional qualifying experience may substitute for the above-required education on a year-for-year basis, where one year of experience is considered equivalent to thirty (30) semester (or equivalent quarter) units. At least one year of this experience must be supervisory or management-level in the areas of materials control and purchasing.

Proof of education, such as university/college transcripts and degrees, should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable. An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service; evaluation will be due at the time of appointment.

Special Qualifications

• Possession of a valid California Class C Driver License. Individuals who do not meet this requirement due to a physical disability will be reviewed on a case-by-case basis.

Physical Requirements

• Maintain effective audio-visual discrimination and perception needed for making observations, operating assigned equipment, and communicating with others.
• Maintain physical condition appropriate to the performance of assigned duties, which may include:
  • Walking, standing, or sitting for extended periods of time.
  • Moving supplies, parts, and equipment weighing up to 50 pounds.
  • Bending, stooping, and climbing.
  • Operating assigned equipment.