WATERLOO REGIONAL POLICE SERVICE Senior Officer Position Profile

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Erick Ross
5 years ago
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Position Code: Branch: Department/Unit: Reports to: Supervises: Association: Pay Grade: Hours of Work: P10334 Finance and Assets Materials Management/Fleet Director, Finance and Assets Purchasing

1 Position Code: Branch: Department/Unit: Reports to: Supervises: Association: Pay Grade: Hours of Work: P10334 Finance and Assets Materials Management/Fleet Director, Finance and Assets Purchasing Clerk, Property Clerk SOA G 35 hrs/week, Mon-Fri Date Updated: November 2017 POSITION PURPOSE To manage the procurement, stores, warehousing, and fleet maintenance and replacement activities for the Waterloo Regional Police Service (WRPS) Materials Management and Fleet unit. To provide procurement support, research, and resource services to the WRPS divisions. To manage the Materials Management staff, and to be the WRPS representative for Fleet to Region of Waterloo Fleet Management. MAJOR DUTIES & RESPONSIBILITIES Coordinates and monitors the resources and activities of the Materials Management and Fleet unit, including budget preparation and submission. Prepares short- and long-term strategies to maximize the productivity and cost effectiveness of the clothing and equipment procurement, along with disposal of used police equipment In collaboration with Regional Fleet Management, manages the fleet procurement program, including planning and organizing acquisitions. Evaluates and recommends vehicle/equipment needs to clients, in accordance with legislative requirements and corporate strategic initiatives. Develops and evaluates tenders, makes recommendations, and coordinates with Regional Procurement and client program areas on same Prepares short- and long-term fleet strategies to maximize productivity and cost-effective service to clients Supervises and assists Materials Management staff to provide uniform, equipment, supplies, and 1

2 vehicle maintenance services to the WRPS. Manages the procurement and issuance of uniforms Collaborates with Regional Purchasing & Materials Management staff to research and draft detailed material and cost specifications for formal quotes and requisitions, requests for proposals and tenders. Submits documents to the Director, Finance and Assets for review. Forwards documents to Regional Purchasing & Materials Management staff for final compilation and processing Meets and negotiates with sales representatives regarding products and services. As necessary, liaises between contractors, Region of Waterloo and the WRPS regarding office supplies, uniforms, vehicles and other police related equipment Maintains inventory control documentation for clothing and equipment issued to officers. Acts as the Designated Officer under the Controlled Goods Regulation regarding the purchasing and storage of police items including, but not limited to, guns, pepper spray, and Soft Body Armour Interprets the purchasing bylaw and related policies and advises WRPS staff on correct procurement methods and processes Provides a high quality of service excellence that is responsive, accurate and timely in order to meet the needs, expectations, inquiries and resolutions on tenders/proposals to staff, board, and the business community. Upholds the procurement objective that all goods and services be acquired on a competitive, fair, and open basis in a manner that is efficient and accountable Uses the Internet to research products and services for potential WRPS use, as well as market conditions Assists Director with board report preparation related to capital and operational projects. Gathers and compiles, formats and edits, researches and identifies information for final board reports. Works in conjunction with Project Managers and Financial Analysts ensuring budget availability Plans and coordinates testing of various Police related equipment for suitability for the WRPS. Obtains estimates and chooses repair contracts for WRPS equipment in accordance with the procurement bylaw. Assists members on the Equipment Review Committee in the selection, testing, repair, and maintenance of police uniform, equipment and fleet items Represents the WRPS in tendering the police towing contract. Visits secure compounds to inspect conditions, as required. Semi-annually obtains a list of contracted tow truck drivers to perform Canadian Police Information Centre checks to ensure bonding and driver status In collaboration with Regional Fleet Management staff, manages the maintenance, repairs and annual replacement of WRPS fleet as authorized by the Director, Finance and Assets Performs other related administrative duties as assigned This position profile is intended to describe the general level and nature of the position, and is not intended to represent an exhaustive list of all tasks assigned in the performance of this position. 2

3 SKILL Comprehensive knowledge in all phases of governmental contracting, including the quotation, tender, and proposal process; vendor evaluation performance; comprehensive and analytical report writing; and understanding of financial management normally acquired through a Degree in Business Administration or related program, and the attainment of a Supply Chain Management Professional (S.C.M.P.) designation from the Supply Chain Management Association of Canada. Enrollment in the Ontario Buyers Association and its related educational program and the ability to attain a Certified Professional Procurement Officer (CPPO) designation as issued by the National Institute of Government Purchasing (NIGP), with a minimum of five years purchasing experience for certification eligibility. An equivalent combination of education and progressive experience may be considered Three (3) to five (5) years supervisory experience in a unionized environment is required Acquired working knowledge of police fleet management concepts, equipment and uniform needs Acquired knowledge of Waterloo Regional Police Service policies, procedures, and practices, as well as related provincial and federal legislation including the Controlled Goods Regulation, the Occupational Health and Safety Act, Police Services Act, Highway Traffic Act, National Safety Code, Transport Canada regulations, Vendors and Purchasers Act, and the Human Rights Code Leadership skills are required to guide and supervise members, to manage performance, assist in member recruitment and selection, and to assist with the performance management of members Analytical and problem solving skills required with the ability to identify, troubleshoot and respond to potential hazards with equipment, material and supplies. Ability to function effectively and safely in a variety of environmental conditions Communication, customer service and interpersonal skills in order to supervise staff; exchange information with officers, supervisors, senior staff, and the general public; to participate in meetings; and to participate as an effective team member Ability to collect, interpret, analyze, and apply knowledge related to market conditions and technological changes Time management and organizational skills, along with the ability to delegate to Materials Management staff, required to efficiently complete work with competing deadlines Experience using Microsoft Office programs including Word, Excel, PowerPoint, Outlook A valid Class G Ontario Driver s License with no more than six demerit points required to travel within and outside of Region Ability to participate as an effective team member and to support and project values compatible with the organization Ability to meet security clearance requirements and to maintain confidentiality Ability to write clearly and effectively using appropriate style, format, grammar, and tone in informal and formal communications, including product specifications, detailed terms and conditions, reports, and memos Ability to present information to internal senior staff, outside agencies, and the Police Services Board, and to actively participate in group meetings with internal and external contacts 3

4 EFFORT Works independently, under the general direction and guidance of the Director, Finance and Assets. Refers signing authority over $10,000 to supervisor Maintains professional development by attending in-house, police and outside training courses and seminars Monitors the work of others and ensures adherence to WRPS policies and procedures and the Procurement bylaw Schedules and organizes work of team and self, according to ongoing demands Refers emergent, sensitive, or complex issues to Director for guidance Works within a fixed schedule with flexibility required for urgent unpredictable requests/building issues RESPONSIBILITY/IMPACT OF ERROR Miscalculation and incorrect vehicle, uniform or equipment purchases or repairs could result in delays in the availability of equipment, supplies, or vehicles, subsequent delays to the work of others, and financial loss to the WRPS. Incorrect decisions or reporting regarding purchasing issues could result in delays or inconvenience to clients, and/or litigation against the WRPS Failure to ensure that proper and safe operating procedures are followed by staff could result in injury to staff and/or the general public, as well as damage to equipment and the working environment Mismanagement or unauthorized release of secured officer notebooks, prohibited weapons, or confidential senior officer information could result in lawsuits, loss of criminal case, and embarrassment to the WRPS Supervises, guides and assigns daily tasks and projects to Materials Management staff Provides regular feedback to the Director, Finance and Assets regarding staff performance and ongoing challenges/issues Conducts performance management and addresses disciplinary issues in conjunction with the Director, Finance and Assets Responsible for the accuracy of Fleet and Materials Management operating and capital budget estimates WORKING CONDITIONS Prolonged sitting, heavy visual concentration, manual dexterity, and attention to detail are required 65% of the time when attending meetings, reviewing contract documents, or using a personal computer to conduct research and write reports Occasionally lifts, pushes, and pulls up to 100 lbs when unloading large shipments or moving office furniture, file cabinets, and desks Regularly travels both within and outside of Waterloo Region to meetings Occasionally required to work extended hours to meet deadlines 4

5 Contacts are periodically negative, difficult, or impatient requiring the incumbent to respond professionally Work is subject to frequent interruption from staff and others to discuss various support issues Incumbent is exposed to bio-hazard waste of soiled members clothing and storage of such waste from all Branches; and various cleaning chemicals and moving vehicles when working in the warehouse 5

Page 1 of 8 Position Code #P Job Analyst DEPT./DIV. Administrative Command BRANCH: HOURS OF WORK:

Page 1 of 8 Position Code #P Job Analyst DEPT./DIV. Administrative Command BRANCH: HOURS OF WORK: Page 1 of 8 Position Code #P10189 POSITION TITLE: Job Analyst DEPT./DIV. Administrative Command REPORTS TO: Human Resources Director, Human Resources Manager BRANCH: Human Resources GRADE LEVEL: D LOCATION: