Inventory Coordinator

Salary Range

Job Summary

Job Details

Essential Functions:

• Accurately process purchase orders, supplier requests, and invoices in enterprise resource planning system in compliance with city policies. Monitor contracts and blanket purchase orders to ensure proper use of funds and compliance with terms. Reconcile purchase orders, contracts, and P-card transactions by reviewing documents and fixing any issues. Research vendors, pricing, and availability, and apply current procurement rules and guidelines when making purchasing decisions.
• Act as quartermaster by procuring, issuing and maintaining uniforms, equipment, and protective gear to staff and tracking assignments. Manage body-worn cameras and field equipment, including distribution and maintenance. Maintain appropriate stock levels and accurate inventory records. Conduct annual inventory and warehouse audits to meet city and state requirements. Coordinate disposal of surplus assets, including expired equipment, in accordance with policy.
• Maintain underground fuel storage records and ensure compliance with required standards. Coordinate radar and lidar calibration and certification to meet operational requirements. Process forms and documentation for firearms procurement in compliance with local, state and federal requirements. 
• Manage departmental mobile device programs, including activation, programming, auditing and deactivation. Work with vendors to resolve warranty issues and correct discrepancies. Process related invoices and verify billing accuracy.
• Coordinate facility maintenance and repairs by submitting work requests and working with internal teams and contractors. Provide notary services and direct temporary staff as needed.
• Maintain records to support daily operations and prepare reports as needed. Coordinate with internal units to ensure work is completed accurately and on time.
• Perform other duties and responsibilities as assigned.

Qualifications

Experience and Education

Experience: 

• Two (2) years

Education: 

• HS Diploma/GED              

*Equivalent combinations of education and experience may be considered.

Computer Skills

• Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) for document creation, data analysis, and communication
• Experience with Workday or similar enterprise resource planning (ERP) systems for processing purchase orders, invoices, and inventory records
• Ability to use inventory management software and mobile device management tools.
• Comfortable with online research, vendor portals, and digital recordkeeping
• Basic skills in database management and report generation
• Ability to learn and adapt to new software and technology as required by the department

Required Licenses and/or Certifications

Ability to obtain:

• Notary Public license within 30 days of hire

Knowledge

• Thorough understanding of procurement processes, inventory management, and accounting principles relevant to public sector operations

• Pertinent federal, state and local laws that pertain to: police inventory, purchasing and asset disposal
• Modern office procedures, methods and computer equipment including best practices for recordkeeping and compliance
• Understanding of vendor management, warranty processes, and mobile device program administration
• Awareness of City of Vancouver policies and procedures, especially those related to purchasing, contract management, and regulated activities

Abilities

• Process purchase orders, invoices, and contracts in compliance with city policies and procurement guidelines.
• Manage and track inventory, including uniforms, equipment, and protective gear, ensuring accurate records and timely audits.
• Coordinate facility maintenance, repairs, and asset disposal in accordance with city and state requirements.
• Communicate effectively with vendors, internal teams, and external partners to resolve discrepancies and maintain positive relationships.

• Operate a personal computer and appropriate software
• Work in a manner consistent with the City of Vancouver’s Operating Principles
• Work and act as a team player in all interactions with other City employees
• Provide a high level of customer service at all times
• Project and maintain a positive image with those contacted in the course of work
• Develop and maintain collaborative and respectful working relationships with team members and others
• Consistently provide quality service
• Maintain regular and dependable attendance

• Demonstrate a commitment to valuing differences among people and to being inclusive.
• Show the utmost respect for others, and act as a team player.
• Promote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.
• Recognize unsafe conditions which may be hazardous to an employee or to the public.
• Works in safe and responsible manner; not putting self or others at risk. Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.

Selection Process:

Application Review : Candidates will be evaluated based on the content of their application and those deemed most qualified will be invited to participate in the remainder of the selection process.

Practical Exam (Pass/Fail): This recruitment may require a practical exam which will be job related and may include, but not limited to, the qualifications outlined in the job announcement.

Oral Interview (Pass/Fail based on 70%): Questions will be job related and may include but not limited to, the qualifications outlined in the job announcement. Minimum passing score of 70% is required. The oral board will consist of a three to five member interview panel who will ask the same position-related, pre-established written questions of all candidates. The panelists' evaluations will be combined resulting in candidate interview scores. Those passing with a 70% or higher will be placed on an eligibility list.

Final Interview: As positions become available up to the top three candidates from the eligibility list will be invited to participate in a final selection interview.

This position is subject to successful completion of a comprehensive Vancouver Police Background investigation that may include a polygraph examination.

The City of Vancouver is committed to advancing equity and creating a welcoming and inclusive workplace. We recognize that progress depends on more than just a verbal commitment; it depends on making meaningful organizational change. We developed and continue to develop strategies to enhance employee-centered programs, eliminate recruitment and advancement barriers, elevate employee understanding of DEI and cultural competency and build an inclusive and welcoming place to call work. We hope you’ll consider joining us on the journey!

Safety: The City of Vancouver believes every employee plays a role in maintaining a safe workplace. The City of Vancouver promotes safety as a guiding principle and practice and accomplishes work by creating safe work environments, complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.

Diversity and Inclusion: At the City of Vancouver, we value and foster a workplace comprised of people with a range of different backgrounds, experiences and cultures. We recognize that a diverse and inclusive team is key to innovation, effectiveness and a positive culture. We are proud to be an Equal Opportunity Employer.

Equal Employment Opportunity Statement: The City of Vancouver is dedicated to maintaining a work environment that extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability sexual orientation or gender identity. Employment decisions will be made to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of equity and nondiscrimination.

Veterans’ Preference: Under Washington law, qualified veterans may be eligible for Veterans’ preference when applying for City of Vancouver positions. Honorably discharged Veterans, their surviving spouses or spouses of honorably discharged Veterans with a permanent and total service-connected disability who would like to be considered for a Veterans’ preference for this job should provide the qualifying documents as instructed during the application process.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the City can reasonably provide them without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 360-487-8417 or email hrfront1@cityofvancouver.us

Job Posting End Date