Purchasing/Property Coordinator Police Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of the Deputy Chief of Police, this position performs responsible administrative work in the operation of the Police Department’s central purchasing function. Procures needed police supplies and services through vendor contact and acquisition, in accordance with the requirements of the City Code, Purchasing Manual and Police Department General Order.  Among the duties of this position are the purchasing and distribution of equipment such as uniforms, firearms, other duty-related property, office supplies and other consumable items. Ability to multi-task under both stressful and nonstressful conditions.  Work involves direct interaction with various Police Divisions and City Departments.  Duties employ the exercise of independent judgment and office knowledge within the scope of established policies and procedures.  Work assignments are generally oral.  Work is  reviewed through observation, conferences, periodic inspections, and for results obtained.  Incumbent is required to handle firearms and ammunition in the course of their duties.  Position is subject to call-outs after-hours and is essential during emergency police operations.  Employee may perform other duties as assigned or required.

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS  

Analyze requirements and process quotes for all items utilized throughout the Police Department.

Coordinate requests from Police Divisions to develop clear concise specifications and product needs.

Review, plan and prioritize daily, weekly and monthly work assignments to meet the operational goals of the Department.

Investigate and develop new supply sources: stay abreast of new trends and innovations in routinely purchased Police supplies.

Enter received goods in Munis system, annotate invoice with all pertinent budget information and authorize payment by forwarding to the City’s accounts payable.
    
Utilize the Quartermaster system for inventory control of all issued equipment to Police Officers and other Department personnel.

Responsible for coordinating bi-annual department weapons inspection.

Complete department inspection for LESO 1033 program and submit inventory report to FEPMIS. 

Uses City credit card and adheres to all guidelines, spending limitations and regulations for its use.  Reconcile credit card statements to ensure receipt and accurate billing information prior to submission to accounts payable.  Create and maintain file to support all credit card purchases.

Visit various vendor sites to gain firsthand knowledge of the purchasing needs and to evaluate vendor facilities and coordinate contacts.                                    
                     
Purchase supplies and equipment for the Police Department. Prepare purchase order requisitions for correct amounts, over-written quotes, appropriate attachments, proper expense codes, and signatures.
    
Maintain petty cash fund, issue money to purchase small items and reimburse authorized purchases.

Complete monthly petty cash report for reimbursement to fund.
 
Complete monthly budget report for Deputy Chief.

Maintain the vendor file for new vendor addresses and other changes. 

Coordinate contracted services such as pest control, alarm monitoring, and custodial services among the various police facilities.

Perform database records tracking and extensive records management functions for ordering, funding, procurement, receiving and payment documents in accordance with relevant guidelines.
   
May perform other duties unique to the department, division or program that are technical in nature.

Maintain  spreadsheet of purchase orders and blanket purchase orders, noting when items are received and paid.

File various forms - purchase orders, invoices, credit card receipts, petty cash, etc.

Return damaged equipment for repair: flashlights, badges, phones, headsets, etc.

Maintain equipment/uniform stock room to ensure adequate stock for Police  Officers and department.
 
Accurately order, issue and accurately maintain record of all uniforms and equipment to include weapons, Tasers and radios issued to employees.

Given a computer and inventory control software, the employee will correctly tag new items / equipment and accurately enter all items received into the inventory control program in accordance with agency policy.

Ensure the equipment is in good running order, calling for repair when necessary; copiers, fire extinguisher, etc.

Complete and submit warranty certificates to manufacturers.

Complete budget adjustments.

Complete purchase order changes

Talk with sales personnel over the phone and in person to discuss various types of products.

Open "blanket purchase orders" to vendors used on a regular basis and track current balances.

Establish a professional yet friendly rapport with vendors and associates.
 
Coordinate the department inventory report.

Work with other departments within the City such as Purchasing, Accounting, and Finance.

B. MARGINAL FUNCTIONS

Perform a wide variety of clerical and accounting duties as required.

REQUIREMENTS

A. EDUCATION AND TRAINING  

Associate Degree in Finance, Purchasing, Business Administration or Management from an accredited college and one (1) year of experience with budgeting, purchasing, material acquisition or inventory controls or 15 hours credit hours toward an Associate Degree in Finance, Purchasing, Administration, Business Administration or Management from an accredited college supplemented with  two (2) years of progressively responsible experience specifically in budgeting, purchasing, material acquisition or inventory controls.   Demonstrated experience must include computerized recordkeeping, accounting and/or inventory control; Proficient in using MUNIS and Microsoft Office applications, to include Word and Excel. Experience with local government purchasing preferred.   Must possess and maintain a valid State of Florida Driver's License or possesses a valid out-of-state license and/or obtain a State of Florida license within 30 days. Must successfully complete a criminal records check, driving record check, and a level II background investigation.  Must not have been convicted of a felony crime or misdemeanor involving perjury or false statement in any jurisdiction.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of City of Melbourne Code and Purchasing procedures.

Knowledge of the procedures, duties, and responsibilities of the unit of operation to which assigned.

Knowledge of current office practices, methods, and procedures.

Knowledge of business English, spelling and arithmetic.

Ability to maintain records and to prepare reports from such records.

Ability to understand and communicate the policies, procedures, and services of the department, division, or program.

Ability to establish and maintain effective working relationships with other City employees and the general public.
      
Proficiency in modern office practices and procedures, including the use of various applications.  Microsoft Word, Excel and financial/purchasing software to enter and retrieve information.

Ability to type with speed and accuracy.  

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to work independently without the presence, assistance, or supervision of others.

Ability to initiate and complete duties using efficient time management skills.

Ability to work in busy and often stressful situations.

Ability to organize and prioritize multiple projects.

Ability to handle multiple priorities and heavy workload.

Ability to travel to various areas of the Department and City.

Ability to see, read, and write the English language and numbers.

Ability to calculate numbers.

Ability to retrieve and return files to and from cabinets.

Ability to lift items up to thirty (30) pounds to head height or down from head height.

Ability to sit in a chair for extended periods of time, usually over 30 minutes.

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION.  WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY.  THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date: 1/18/17