Property Coordinator
City of Portsmouth, Portsmouth, VA, United States
GENERAL STATEMENT OF JOB
Under general supervision, this position is responsible for coordinating the purchase, issuance, and tracking of department uniforms, uniform accessories, associated police equipment, and other supplies; tracking and facilitating the delivery of incoming packages; and departmental forms and paperwork supplies management. Reports to a Property and Evidence Supervisor.
ESSENTIAL JOB FUNCTIONS
Coordinates departmental uniform and equipment ordering, stock, and issuance for newly hired employees and uniform modifications and ordering of dress uniforms as a function of promotion or unit transfer; receives issued equipment and uniform items at employee separation; and oversees the return of usable items to inventory for reissue or disposition of surplus/damaged items.
Manages inventory of select police equipment and maintain appropriate records; maintains and provides computerized inventory reports of supplies and issued equipment; evaluates new uniform products and/or equipment; and facilitates repair/replacement of issued equipment.
Maintains a sufficient inventory of department forms and paperwork and ensures its immediate availability to the various police units; evaluates vendors for an appropriate level of service and product quality; obtain competitive bids, and complete requisitions and other forms required for purchases; and reconciles invoices to purchase orders and items received, and assist in the management, accounting, and audit of the unit budget. Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs. PERFORMANCE INDICATORS Knowledge of Job:
Has thorough knowledge of clerical skills, including filing and data entry. Has general organizational skills, and is able to maintain effective files, records and reports. Is able to exercise sound judgement in a variety of situations. Is able to speak clearly, distinctly and politely. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all co-workers and the general public.
Quantity of Work:
Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."
Dependability
: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas. Attendance
: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm
: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Judgment
: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation
: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified i.e., poor communications, variance with city policy or procedures, etc.
Relationships with Others
: Shares knowledge with supervisor for mutual and city benefit. Contributes to maintaining high morale among all city employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, to project a good city image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, supervisor, professionals, and the general public.
Coordination of Work:
Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.
Safety and Housekeeping
: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace. EDUCATION & EXPERIENCE
High School Diploma or equivalent and 3-5 years of experience in uniform and supply and/or logistics management experience; working knowledge of accounting, purchasing, budgets and data entry and computer software experience in Microsoft products or an equivalent combination of education and experience that provides the required knowledge, skills and abilities.
SPECIAL REQUIREMENTS
An acceptable general background check to include a local and state criminal history check.
A valid driver’s license with an acceptable driving record.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements
: Must be physically able to operate a variety of machinery including various office machines such as computers, typewriters, calculators, copiers, etc. Must be able to exert up to 50 pounds of force occasionally and/or 20 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical requirements of the job are those rated for Light Work.
Data Conception
: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communications
: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments and/or directions to the general public. Requires the ability to calm and elicit information from distressed or excited persons.
Language Ability:
Requires the ability to read and prepare a variety of reports, correspondence, memoranda, statistical analyses, etc.., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control and confidence.
Intelligence:
Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule from.
Verbal Aptitude
: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including legal and medical terminology, and emergency response codes.
Numerical Aptitude
: Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply and divide. Must be able to utilize decimals and percentages.
Form/Spatial Aptitude:
Requires the ability to inspect items for proper length, width and shape.
Motor Coordination:
Requires the ability to coordinate hands and eyes rapidly and accurately in using office and communications equipment.
Manual Dexterity
: Requires the ability to handle a variety of items, office equipment, communications equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination
: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament
: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under a substantial amount of stress when confronted with emergency situations.
Physical Communication
: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via two-way radio.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
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Under general supervision, this position is responsible for coordinating the purchase, issuance, and tracking of department uniforms, uniform accessories, associated police equipment, and other supplies; tracking and facilitating the delivery of incoming packages; and departmental forms and paperwork supplies management. Reports to a Property and Evidence Supervisor.
ESSENTIAL JOB FUNCTIONS
Coordinates departmental uniform and equipment ordering, stock, and issuance for newly hired employees and uniform modifications and ordering of dress uniforms as a function of promotion or unit transfer; receives issued equipment and uniform items at employee separation; and oversees the return of usable items to inventory for reissue or disposition of surplus/damaged items.
Manages inventory of select police equipment and maintain appropriate records; maintains and provides computerized inventory reports of supplies and issued equipment; evaluates new uniform products and/or equipment; and facilitates repair/replacement of issued equipment.
Maintains a sufficient inventory of department forms and paperwork and ensures its immediate availability to the various police units; evaluates vendors for an appropriate level of service and product quality; obtain competitive bids, and complete requisitions and other forms required for purchases; and reconciles invoices to purchase orders and items received, and assist in the management, accounting, and audit of the unit budget. Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs. PERFORMANCE INDICATORS Knowledge of Job:
Has thorough knowledge of clerical skills, including filing and data entry. Has general organizational skills, and is able to maintain effective files, records and reports. Is able to exercise sound judgement in a variety of situations. Is able to speak clearly, distinctly and politely. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all co-workers and the general public.
Quantity of Work:
Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."
Dependability
: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas. Attendance
: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm
: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Judgment
: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation
: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified i.e., poor communications, variance with city policy or procedures, etc.
Relationships with Others
: Shares knowledge with supervisor for mutual and city benefit. Contributes to maintaining high morale among all city employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, to project a good city image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, supervisor, professionals, and the general public.
Coordination of Work:
Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.
Safety and Housekeeping
: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace. EDUCATION & EXPERIENCE
High School Diploma or equivalent and 3-5 years of experience in uniform and supply and/or logistics management experience; working knowledge of accounting, purchasing, budgets and data entry and computer software experience in Microsoft products or an equivalent combination of education and experience that provides the required knowledge, skills and abilities.
SPECIAL REQUIREMENTS
An acceptable general background check to include a local and state criminal history check.
A valid driver’s license with an acceptable driving record.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements
: Must be physically able to operate a variety of machinery including various office machines such as computers, typewriters, calculators, copiers, etc. Must be able to exert up to 50 pounds of force occasionally and/or 20 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical requirements of the job are those rated for Light Work.
Data Conception
: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communications
: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments and/or directions to the general public. Requires the ability to calm and elicit information from distressed or excited persons.
Language Ability:
Requires the ability to read and prepare a variety of reports, correspondence, memoranda, statistical analyses, etc.., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control and confidence.
Intelligence:
Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule from.
Verbal Aptitude
: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including legal and medical terminology, and emergency response codes.
Numerical Aptitude
: Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply and divide. Must be able to utilize decimals and percentages.
Form/Spatial Aptitude:
Requires the ability to inspect items for proper length, width and shape.
Motor Coordination:
Requires the ability to coordinate hands and eyes rapidly and accurately in using office and communications equipment.
Manual Dexterity
: Requires the ability to handle a variety of items, office equipment, communications equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination
: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament
: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under a substantial amount of stress when confronted with emergency situations.
Physical Communication
: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via two-way radio.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
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