What are the responsibilities and job description for the Purchasing Specialist - Police position at City of Melbourne, FL?
Description
Under the general supervision of the Support Services Commander. This position is responsible for administrative work in the operation of the Police Department's central purchasing function. Assists with the procurement of needed supplies and services through vendor contact and acquisition, in accordance with the requirements of the City Code, Purchasing Manual and Police Department General Order. Monitoring all purchase orders to effect the greatest savings within reasonable delivery times. In addition, this monitoring process will include coding, product, vendor, and other checks as may be necessary from time to time. Duties employ the exercise of independent judgment and are reviewed through observation, conferences and results obtained. Employee may perform other duties as assigned or required.
Examples of Duties
- Coordinates requests from Police Divisions to develop clear concise specifications and product needs.
- Assists the Purchasing Coordinator to review, plan and prioritize daily, weekly and monthly work assignments to meet the operational goals of the Department.
- Schedules shipping and delivery times, and completely verify all deliveries to the Department.
- Verifies and maintains current levels and records any inventory gaps within the work process of the purchasing section.
- Enters received goods in Munis system, annotate invoice with all pertinent budget information and authorizes payment by forwarding to the City's accounts payable.
- Utilizes the Quartermaster system for inventory control of all issued equipment to Police Officers and other Department personnel.
- Maintains procurement documents in a systematic, retrievable manner.
- Purchases supplies and equipment for the Police Department. Prepares purchase order requisitions for correct amounts, over-written quotes, appropriate attachments, proper expense codes, and signatures.
- Maintains petty cash fund, issue money to purchase small items and reimburse authorized purchases.
- Completes monthly petty cash report for reimbursement to fund.
- Maintains the vendor file for new vendor addresses and other changes.
- Tracks purchase orders and blanket purchase orders, noting when items are received and paid.
- Files various forms - purchase orders, invoices, credit card receipts, petty cash, etc.
- Returns damaged equipment for repair: flashlights, badges, phones, headsets, etc.
- Works with other departments within the City such as Purchasing, Accounting, and Finance.
- Perform a wide variety of clerical and accounting duties as required.
- May perform other duties unique to the department, division or program that are technical in nature.
- Assists the Support Services Coordinator as determined by the Support Services Manager or designee.
Minimum Qualifications
- High School Diploma or GED.
- Two years of customer service based experience and minimal experience in computerized recordkeeping, accounting and/or inventory control.
- Experience with Munis software program and government purchasing desired.
- Must possess and maintain a valid State of Florida driver's license. Applicants may possess a valid out of state driver's license and obtain the Florida license within 10 days of employment.
- Must meet Criminal Justice Information Systems (CJIS) and Melbourne Police Department background investigation requirement and maintain compliance throughout employment.
Knowledge, Skills and Abilities
- Knowledge of City of Melbourne Code and Purchasing Manual.
- 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.
- Ability to type with speed and accuracy.
- Ability to work alone without the presence, assistance, or supervision of others.
- 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 twenty (20) pounds to head height or down from head height.
- Ability to sit in a chair for extended periods of time, usually over 30 minutes.
The City of Melbourne offers a generous benefit package to include:
- 100% City paid medical insurance for employee only; coverage available for family
- Health Insurance opt-out incentive for employees with other medical coverage
- Dental
. Vision
- Life Insurance in the amount of 1 times your annual salary
- Additional life insurance to include coverage for your spouse and child(ren)
- Short-term disability
- Long-term disability
- Flexible Spending and Dependent Care Account
- Employee Assistance Program
- Wellness Program
- 457 Deferred Compensation
- Retirement Plans (FRS, local plan for Police and Fire personnel)
- Paid Holidays
- Tuition Reimbursement
For more information about benefits visit https://www.melbourneflorida.org/departments/human-resources/employees-only/hr-information-forms-for-employees/benefits)