Police Purchasing Coordinator

Summary

Elevate your career and knowledge in law enforcement by stepping into the pivotal role of Police Purchasing Coordinator. Your contribution directly impacts the operation of our department and resource allocation. The City of Bend Police Department is actively recruiting one (1) Purchasing Coordinator. This position is represented by the Bend Police Association and is FLSA non-exempt.

To be considered for this position, applicants must have a complete application that includes all of the following items:

• The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings)
• Attached formal Cover letter (required)
• Attached formal Resume (required)
• Attached valid Credentials, Certifications and Licensing (if applicable)
  
  

Applicants must provide certification that they are a veteran or disabled veteran to receive veteran's preference. For more information click h ere .

Applications received by 12:00 PM PST, on Monday , March 10 , 2025 will be given preference for initial review, but the position will remain open until filled.

Position Overview

T his position supports the police department’s operational and administrative goals by coordinating a range of financial, procurement, and analytical functions. Key responsibilities include budget and expenditure monitoring, procurement and vendor management, policy and council documentation, budget development, financial forecasting, asset management, and reporting. The role provides complex administrative support focused on executing purchasing and procurement tasks in compliance with City policies, procedures, and related laws and regulations. Additionally, it involves fostering effective communication between the department, vendors, and stakeholders to optimize operations and ensure sound financial practices. This position reports to the Business Services Division Manager and contributes to efficient resource allocation, operational transparency, and fiscal accountability within the police department.

Complexity Of Work Complexity

Work focuses on varied situations that require analysis or interpretation, application of technical skills and expertise and understanding interrelated processes. Can require evaluating multiple sources of information and using analytical and evaluative judgment to identify , select alternatives and solutions.

Degree Of Independence

Sets priorities and organizes work; existing practices are used as guidelines to determine work methods; works independently and resolves most problems; important, non-routine work is reviewed.

Decision Making Authority

Develops objectives and general policies and procedures within general scope of established operational goals and plans for a specific project or functional area of responsibility. Day-to-day work and decisions do not require direction or review by a supervisor. Significant and strategic decisions are referred to supervisor.

Impactful Actions

Makes or recommends decisions which have a significant impact on general business operations or finances to a significant degree.

Functions, Duties And Responsibilities

The information provided below encompasses the essential functions and capabilities linked with this position.

Duties and Responsibilities

The individual in this position is expected to engage in the following work-related activities.

• Coordinates department purchasing activities, including tracking and recording contracts and conducting informal procurements.
• Serves as department's internal expert regarding purchasing and procurement activities, and liaison to the City Procurement Department.
• Reviews purchase requests for completeness and compliance with city procedures or processes according to city policies and procedures. Identifies available sources, determines procurement methods, selects suppliers, assigns proper account coding and issues purchase orders under $10,000.
• Manage s contracts for assigned divisions to include preparing and processing informal bid solicitations, including requests for information, qualification and proposals. Coordinate and participate in the selection process.
• Process es p er d iems
• Ensures procurements utilizing grant funds are done in compliance with the requirements of the funding source.
• Maintains regular contact with others outside of own workgroup such as visitors, vendors and/or other employees. Primary purpose of contact is to explain, clarify, or interpret detailed and somewhat complex or sensitive information; contacts are non- routine and require discretion and thoughtful communication efforts.
• Prepare s Council documentation for assigned divisions to include quotes, issue summary, and presentations as needed. Present to Council in a limited capacity as a subject matter expert.
• Tracks and monitors expenditures for an organizational level. Has no decision making or spending authority; may monitor , track and report on related expenditures.
• Prepares routine and moderately complex purchasing and procurement documents for informal purchasing (under $100k, quotes, direct appointment), including RFPs/RFQs, contracts, purchase orders and requisitions.
• Prepares budget recommendations for assigned program within the Police Department.
• Prepare s 5-year forecasts for department fleet and equipment needs, under the guidance of the Police Business Manager.
• Assists in preparing difficult and complex purchasing and procurement documents. Support department staff in conducting research into technical aspects of goods and services as necessary.
• Troubleshoot s and resolve s acquisition disputes or problems between the City and vendors.
• Provide s support to Accounts Payable staff billing issues.
• Coordinates with Procurement Department to ensure all procurement activities are compliant with City policies and procedures and related legal requirements.
• Coordinates with SMEs to ensure specifications within purchasing and procurement documents are accurate .
• Coordinate s with Procurement Department on all formal procurements.
• In conjunction with department personnel, make sourcing decisions in compliance with policies and procedures.
• Review history and monitor activity to identify opportunities for more economical purchasing.
• Researches and analyzes opportunities for standardization of materials equipment and recommends improvements. Maintains awareness of current and changing market conditions, product developments, and sources of supply.
• Attend s industry trade shows to learn about and stay current on trends.
• Lead department focus groups on equipment and material to evaluate department needs.
• Inventory and Asset Management for assigned programs. Maintain replacement schedules for fleet and equipment.
• Performs office support duties as needed, such as reception duties, document preparation assistance , scanning, collating and binding documents; making photocopies; sending and receiving of mail and packages; and paper and electronic filing.
• May monitor inventory of office and other supplies, purchases routine supplies as necessary, and provide other administrative support.
• Complies with safety requirements of the position and actively promotes safe work practices.
• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure.
• Other related duties as assigned.
  
  

Supervisory Responsibility

This position is a non-management position and does not encompass supervisory responsibility.

Knowledge, Skills And Qualifications

Skill Profile

The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

• Maintain working knowledge of purchasing and procurement regulations, procedures, well as internal policies and procedures.
• Maintain working knowledge of budgetary proficiency required to advise on revenues, expenses, and budgetary status and processes.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the public and other stakeholders sufficient to exchange or convey information to provide and receive work direction.
• Prepare, read, analyze and interpret policy documents as well as complex financial reports and statements supported by statistical data and other documentation.
• Manage a high volume of tasks at one time, including organizing and prioritizing own work.
• Work independently with minimum direction while also working as part of a team and collaborating with others.
• Demonstrate a high attention to detail.
• Maintain advanced knowledge of Microsoft Office software including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as cooperating common office equipment.
  
  

Ability Requirements

The following capabilities are required to perform the essential functions of this position.

• Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person.
• Understand, remember, communicate and apply complex oral and/or written instructions and factual information .
• Remain in a stationary position (sitting or standing) for extended periods of time, occasionally stand, walk, stoop or kneel for extended periods of time.
• Exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently , to lift, carry, push, pull or otherwise move objects.
• Maintain sustained concentration on computer screens and use keyboards and a variety of peripherals.
• Work is generally performed in an office setting and may require travel to off-site locations.
  
  

Education, Experience, Certifications and/or Licenses

The Following Are The Minimum Qualifications For This Position.

• Associate’s degree from two-year college or technical school in Business Management, Accounting or related field or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description.
• At least 2 to 3 years’ experience in a similar position and/or performing similar tasks. May require current and valid Driver’s license.
  
  

Diversity & Equal Opportunity Employer Statement

The City of Bend is committed to fostering, cultivating and preserving a culture of diversity and inclusion. At the City of Bend, we don't just accept differences; we value them. We are proud to be an Equal Opportunity Employer and support the Americans with Disabilities Amendments Act (ADAAA) and the Oregon Equal Pay Act.