The City of Goodyear Police Department is looking for an Administrative Assistant - Quartermaster to provide a high level of administrative support. This individual will be responsible for managing the inventory of items frequently used within the Police Department. The individual will have daily contact with department officers and professional staff, ensuring inventory accountability for items within the quartermaster. Daily functions include, procurement and account reconciliation, process mail, and research or pass along requests for new equipment.

The ideal candidate will have 3-5 years of experience working in an administrative capacity with emphasis on inventory and asset management. The ideal candidate will have a minimum of 1 year working with an asset management system. The individual shall be highly energetic, organized and self-motivated with the necessary technical and interpersonal skills. The individual shall be able to work well with others as a team or by herself/himself to complete daily tasks. Shall be able to plan, manage, prioritize, and re-prioritize work assignments to efficiently perform job assignments. Prior law enforcement or public safety experience is preferred.

The ideal candidate shall be customer-minded, recognizing their customer may be a department employee, city employee, or a vendor, and shall be able to maintain a positive attitude and represent the City in a professional way and shall support the city's culture and core values.

This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned.

• Preparing monthly status reports, processing invoices, ordering supplies, reconciling monthly credit card statements, managing, updating, and tracking business contracts, budget preparation input.
• Serves on teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other department employees for a common goal.
• Assists department with records management (may serve as Records Control Officer), report preparation, special projects and activities, plans, and customer requests for information.
• Assists management staff with follow up on work assignments within the department.
• Performs general financial and accounting procedures for the entire Department by reconciling Department staff monthly procurement card purchases, coordinating and centralizing the purchase of Department supplies, initiating purchase requests within the purchasing system, and receipting goods and services within the purchasing system.
• Develops, edits, or compiles various department reports such as the weekly activity report, monthly project status report, annual strategic plan, etc.
• Provides support to others within the department as necessary.

• Formal Education/ Knowledge : Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, and technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
  Experience : Minimum two years’ experience in a related field.
  Certifications and Other Requirements : Valid Driver’s License.
  Reading: Work requires the ability to read and comprehend budget instructions, reports, strategic planning documents, correspondence, software manuals, management books, trade journals and policies.
  Math : Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division.
  Writing : Work requires the ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar.
  Managerial : Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure.
  Policy/Decision Making : Moderate - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized.
  Technical Skills : Broad Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities.
  Interpersonal/Human Relations Skills : Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions.

12 MONTH OBJECTIVES

First 3 Months:

• Become familiar with the department's organizational structure and begin to build relationships with other staff members.
• Become familiar with current inventory and ordering process.
• Demonstrate ability to accurately enter requisitions, PO change orders, purchasing card reconciliations and receipt of invoices in Munis and use Executime for timesheet entry.
• Demonstrate ability to organize and prioritize multiple tasks, making the most efficient use of time.

First 6 Months:

• Provide written feedback on improvements or process improvements in the quartermaster inventory/tracking.
• Demonstrate ability to maintain good working relations with vendors and maintain current catalogs and vendor information.
• Conduct research on product information and make purchase recommendations.
• Demonstrate ability to assess priorities, identify problems or inefficiencies, and contact field personnel or vendors to reach appropriate solutions.
• Demonstrate ability to track items through the purchasing process, ensure specifications of contract and/or purchase order are met, verify completeness of ordered supplies and equipment, and work with the Finance department to resolve discrepancies as needed.
• Demonstrate ability to coordinate and schedule repairs and maintenance to equipment within the quartermaster inventory as needed and dispose of department-controlled equipment in accordance with City procedures.
• Maintain accurate inventory records of supplies and equipment.

First 12 Months:

• Be able to conduct routine inspections and maintain the supply room in a well-organized manner.
• Demonstrate understanding of the inventory process and how it relates to department budgets; establish and maintain.