About the Department

PURPOSE OF CLASSIFICATION

The purpose of this classification is to plan, develop, implement, and supervise comprehensive inventory management and internal control systems for City-owned assets within the Public Works Department. This position serves as a key supervisory role supporting Public Works operations by ensuring effective stewardship, accountability, and lifecycle management of inventory, materials, equipment, and infrastructure assets used throughout the department.

The Inventory and Internal Controls Supervisor ensures accountability, accuracy, regulatory compliance, and operational integrity of inventory, materials, equipment, and infrastructure assets that directly support Public Works programs, maintenance activities, and infrastructure services.

This position provides oversight of internal controls, asset governance, inventory systems, audit coordination, compliance monitoring, procurement coordination, reporting, and staff supervision in accordance with City policies, Public Works Department policies and procedures, State of Florida regulations, audit standards, and manufacturer operating procedures.

Position Duties

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Develops, implements, and maintains internal control frameworks for inventory and asset management consistent with municipal, state, and audit best practices.
Establishes standardized procedures to safeguard City assets against loss, misuse, damage, or misappropriation.
Oversees internal control testing, risk assessments, and corrective action plans.
Coordinates with Finance, Procurement, Internal Audit, and external auditors during audits and reviews.
Supervises Public Works inventory systems covering materials, equipment, fleet assets, tools, parts, and specialized infrastructure components.
Ensures accurate asset tracking using legacy systems, enterprise asset management (EAM) platforms, GIS-based asset layers, barcoding, RFID, and mobile inventory tools.
Maintains asset records from cradle-to-grave, including acquisition, deployment, maintenance, transfer, surplus, and disposal.
Establishes minimum/maximum inventory thresholds to support uninterrupted operations.
Conducts and oversees daily spot checks, monthly reconciliations, quarterly internal audits, annual physical inventories.
Prepares inventory for pre-audit, post-audit, and external audit review.
Investigates discrepancies, develops findings, and implements corrective actions.
Prepares audit documentation, certifications, and management responses.
Ensures inventory and asset management processes comply with City procurement policies, State of Florida purchasing requirements, grant and funding restrictions (when applicable).
Coordinates with Procurement to ensure proper receiving, tagging, documentation, and custody transfer of assets.
Reviews and enforces inventory-related procedures and internal controls.
Ensures compliance with State of Florida regulations, local ordinances, operational permits, manufacturer operation and maintenance (O&M) manuals and SOPs.
Integrates compliance requirements into daily inventory and asset operations.
Supports regulatory inspections and documentation requests.
Supervises assigned inventory, warehouse, or asset control staff.
Develops training programs related to internal controls, inventory systems, and asset accountability.
Establishes performance standards and conducts evaluations.
Promotes a culture of accountability, accuracy, and continuous improvement.
Prepares management reports on inventory levels, asset utilization, variances, losses, and compliance status.
Analyzes trends and recommends process improvements.
Supports capital planning, repair and replacement (R&R), and lifecycle forecasting.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

Minimum Qualifications

MINIMUM QUALIFICATIONS

Associate degree from an accredited college or university in Supply Chain Management, Business Administration, Public Administration, Accounting, Finance, or a closely related field
4 years of progressively responsible professional experience in inventory control and management, internal controls or audit-related functions, and asset management using legacy or enterprise systems, or any equivalent combination of education, training and experience which provides the requisite knowledge, skills, and abilities for this position.
Experience in a municipal, county, or other public-sector environment is preferred.
Must possess and maintain a valid Florida Driver License, “Class E”, with a driving record that meets or exceeds minimum City standards.

Preferred Certifications & Licenses

Certified Internal Auditor (CIA)
Certified Public Finance Officer (CPFO)
Certified Government Financial Manager (CGFM)
Certified Supply Chain Professional (CSCP)
Certified Asset Management Assessor (CAMA)
APPA Asset Management Certification
GIS or EAM system training certifications

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to collect, analyze, interpret, and validate complex inventory, asset, and internal control data. Includes exercising advanced judgment in evaluating data accuracy, identifying trends, assessing risk, reconciling variances, and applying established audit standards, internal control frameworks, and regulatory requirements to support decision-making and corrective action.

Human Interaction: Requires the ability to supervise, train, and provide technical guidance to staff; coordinate with internal departments, auditors, vendors, and regulatory agencies; and communicate policies, procedures, and corrective actions clearly and professionally. Involves resolving issues, enforcing standards, and fostering accountability across organizational levels.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to oversee and utilize inventory management systems, enterprise asset management (EAM) platforms, barcoding and RFID tools, mobile inventory devices, and standard office equipment. May include limited hands-on use of inventory, warehouse, or field equipment to verify asset records and conduct physical inventories.

Verbal Aptitude: Requires the ability to communicate complex technical, financial, and compliance-related information clearly and effectively in both written and oral form. Includes preparing audit documentation, management reports, policy guidance, and responding to inquiries from leadership, auditors, and regulatory entities.

Mathematical Aptitude: Requires the ability to perform and interpret calculations involving quantities, costs, depreciation, variances, percentages, thresholds, and trends. Includes analyzing inventory valuations, loss metrics, and reconciliation data, and interpreting charts, tables, and financial reports.

Functional Reasoning: Requires the ability to interpret and apply policies, procedures, audit standards, and regulatory requirements to both routine and non-routine situations. Involves independent judgment in determining appropriate courses of action, developing corrective measures, and prioritizing workload in a supervisory environment.

Situational Reasoning: Requires the ability to exercise sound judgment, decisiveness, and problem-solving skills in situations involving risk assessment, audit findings, discrepancies, compliance issues, and operational impacts. Includes evaluating information against established criteria to make defensible, timely decisions and recommendations.

Other Qualifications

ADA COMPLIANCE
Physical Ability: Tasks generally require light to moderate physical effort, including periodic walking, standing, bending, and lifting during inventories, site visits, or asset verification activities. May involve occasional lifting, carrying, pushing, or pulling of objects or materials of moderate weight (up to approximately 20 pounds).
Sensory Requirements: Some tasks require the ability to perceive and distinguish visual details, colors, symbols, and data on screens or printed materials; to hear and interpret verbal communication; and to communicate effectively in person, by telephone, and in writing.
Environmental Factors: Essential functions are primarily performed in office settings with periodic exposure to warehouse, storage, or field environments during inventories, inspections, or audits. Work is generally performed without exposure to adverse environmental conditions.