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Temporary Full Time Equipment and Supplies Services
3 months ago
GREATER SUDBURY POLICE SERVICE
Temporary Full Time Equipment and Supplies Services Coordinator
Monday-Friday, Dayshift
Under the general supervision of the Finance/Procurement Supervisor, the Equipment and Supplies Services Coordinator is responsible for the research, verification, ordering and retention of equipment and supplies.
The coordinator works with both internal and external contacts to ensure all equipment meets the needs and requirements of the Service.
Duties:
Equipment and Supplies Services
- Adhering the guidelines of the City of Greater Sudbury Purchasing By-Law.
- Verifies specifications and costing; obtains recommendations from vendors for substitute items and acquires appropriate approval prior to requisitioning.
- Contact vendors for specifications and quotations for Equipment and Supply Services stock.
- Obtains purchased items by forwarding purchase orders to vendors, monitoring, and expediting orders as required.
- Verifies receipt of items by comparing items received to items ordered; resolves shipment discrepancies with vendors.
- Forwards receiving documentation/invoices to Finance Department for processing.
- Ensure accurate record keeping systems are in place and up to date.
- Pickup and delivery of stock as required utilizing Pcard and maintaining proper records of same.
- Issuing of lockers through hire and transfer notices, maintain locker assignment through spreadsheet.
- Ensure that specialty uniform/equipment items are returned to Equipment and Supplies Service when transfers occur.
- Ensure that all uniform/equipment items are returned to Equipment and Supplies upon retirement/resignation.
- Prepare reports regarding potential cost budgeting for new hires for submission to the Finance/Procurement Supervisor.
- Develop new systems to better monitor inventory management.
- In conjunction with the Finance/Procurement Supervisor, responsible and accountable for inventory control.
- Source and research clothing and equipment for the Service and submit evaluations and recommendations.
- Represent and participate in internal and external Committees related to the purchase of Service Uniforms and Equipment.
- Coordinate the destruction of obsolete or damaged items carrying GSPS insignia and any specialized equipment (i.e., asp batons, OC spray, flares).
- Responsible for the Return Merchandise Authorization process for the GSPS, including areas outside of Equipment and Supplies Services including contacting vendors, courier companies, packaging items, drafting letters, and maintaining spreadsheets.
- Liaise directly with vendors, offering suggestions for design alterations to benefit existing product; in addition to reviewing and evaluating samples and offering recommendations.
- Take measurements for officers for various clothing and body armour as required.
- Coordinate alterations with the Body Armour vendor where there are fit issues or warranty replacement requirements.
- Consider costing for bulk purchases and utilize Police Cooperative Purchasing Group contract pricing or other agreements where available or quotation requests through available vendors for additional cost efficacy.
- Proper storage and handling of biohazard and hazardous waste for disposal.
- Approve requisitions online and advise Manager of Finance and Finance/Procurement Supervisor that they are ready for creation of a purchase order.
- Prepare online receipts for purchase orders to ensure payment of invoices.
- Maintain detailed files of outstanding and completed purchase orders.
- Stay current on price agreements and specifications.
- Maintain a log of all promotional items, requests, and allocations.
- Assist the Finance/Procurement Supervisor with preparing and/or reviewing documentation required for Request for Proposals/Tenders.
- Maintenance of all Equipment and Supplies Service documents and files.
- Appropriately respond/direct Equipment and Supplies Services related telephone inquiries.
- Ensure Standard Operating Procedures are developed and updated as required to ensure the smooth and effectiveness of daytoday operations of the area.
- Other relevant duties as assigned by the Finance/Procurement Supervisor.
Qualifications:
- Successful completion of Secondary School Education (Grade 12) or equivalent.
- One (1) year or more of previous experience.
- Experience in verification and management of large volumes of stock.
- Demonstrated ability to research and provide recommendations.
- Demonstrated knowledge of office procedures and routines required through related experience.
- Proficient with inventory software and other software utilized for procurement.
- Demonstrated knowledge and experience in using computers and related software i.e., Word, Excel, PDF Readers etc.
- Keyboarding to a minimum of 45 wpm.
- Must be physically capable of lifting, and carrying heavy items
- Must possess a valid Ontar
