QM Coordinator

Job Information

Overall Purpose

Under the supervision of the Supervisor, the Quartermaster (QM) Coordinator is responsible for: 

• Inventory management functions for the QM Warehouse.
• The issuing and receiving of member uniform, supplies, and equipment.
• The promotion of the Ottawa Police Service through the inventory management functions of the OPS Giftshop and attending community events.
• Supporting Police operations during red level emergency crisis(s), as well as planned or unplanned major events
   

Major Responsibilities

Responsible for Inventory management functions for the QM Warehouse.
Operate centralized police equipment / records storage centre and perform warehouse duties:

• Pickup / deliver / receive inventory
• Box / re-box / label / barcode records in proper storage containers.
• Maintain / clean shelving units and storage rooms and appropriate level of supplies.
• Ensure the security of all police equipment / records in custody. 
• Operate equipment (ladders, step stools, dollies, tools), load / unload vehicles.
• Perform duties in accordance with health and safety legislation.
• Maintain continuity of QM inventories of police equipment (emergency lockers at each station), serial numbers, regardless of material type (clothing, handcuffs, OC Spray, APS baton, badges, firearms glocks / conducted energy devices, body armour, police bicycles, special section’s equipment, medical supplies, bio-hazard kits, etc). 
• Identify value (historical, administrative, legal, etc), to apply classification schemes, destruction schedules, annual issued dates, and to recommend revisions to the departmental equipment entitlement schedules.
• Issue, dispose and record clothing, equipment and supplies to other police agencies (OC Transpo Security, Carleton University Security, Gatineau Police, RCMP, etc) on an as required basis; prepare invoices to outside Police agencies to recuperate funds from issued equipment.
• Work closely with the Evidence Control Section regarding the destruction / retention of metal police equipment and with Fleet (UOF section) regarding CAPS (Modular Lightweight Load-carrying Ballistic Plates) system.
• Provide an efficient information management reference, retrieval and digitization service for all levels and sections of the OPS; search for and retrieve information stored electronically, and on hardcopy history cards from active and inactive storage areas, and off-site locations (e.g., Pandemic Emergency Supplies).  
• Correspond with Crown Asset Distribution, regarding police equipment / bicycles bid sales (public sale).
• Ensure the security and control access rights to highly confidential police equipment / records for Chief’s office, Professional Standards, and Health, Safety & Lifestyle sections.
• Train new and temporary employees (civilians and sworn members), plus supervise and assist with performance reviews on all co-op students, and volunteers working in the Quartermaster / Gift Shop.
   

Major Responsibilities (continued)

Responsible for the issuing and receiving of member uniform, supplies and equipment.

• Issue and receive uniform clothing, duty equipment, and Gift Shop merchandise for OPS Materiel Management, including: Naloxone narcotic, Use of Force weapons, cash, firearms / ammo; handling telephone and personal inquiries; 
• Manage officers / sections accurate records of various computerized formats from multiple registries and storage locations. Conducting regular audits of all inventoried goods and QM Emergency lockers at each station.
• Assist all members with adhering to destruction and purge procedures on police equipment / records, regardless of material type, as per the OPS Retention and Destruction on clothing and equipment Policy.
• Record and receive retired or resigning member’s clothing and equipment including firearms and other use of force items.   
• Procuring business cards for OPS members and approved protocol by Corporate Communication and City of Ottawa.
• Orientate new Sworn Recruits and Special Constables on the maintenance and care of equipment and clothing.

Responsible for the promotion of the Ottawa Police Service through the Inventory management function of the OPS Giftshop, and attending community events.

• Responsible for OPS Gift Shop merchandise, liaise with the City of Ottawa Facilities for special POP-Up events.
• Ensuring that the proper payment and procurement procedures, as outlined in the Financial Administration Policy manual are followed for QM and Gift Shop.
• Ensure the security of police equipment at offsite locations and community events; represent and promote the OPS in a professional manner during interactions with the public. 
• Creating a variety of timely and accessible OPS Gift Shop communications for internal and external audiences, encompassing several veins of communications for strategic, digital and organizational purposes (twitter, Facebook)   
• Manages the OPS Gift Shop merchandise website (Shopify) ensuring it remains the primary communications source providing direct general information to the public, OPS, media, and key stakeholders.

Supporting Police operations during red level emergency crisis(s), as well as planned or unplanned major events:

• Establishes QM Post within close proximity to event and ensures adequate inventory of supplies and equipment for OPS Members working event. 

Major Responsibilities (continued)

Statement of Required Qualifications

Education and Experience:
Completion of Secondary School - Grade 12 or equivalent plus (1) one year relevant post secondary education.
Experience and formal training combined may substitute for stipulated education requirements.
One (1) to two (2) years customer service experience and / or inventory administration in a computerized environment including:

• Inventory tracking and management.
• Effectively dealing with internal & external inquiries and complaints and providing service to clients of various groups and working in a team environment.
• Experience driving different types of vehicles including small and large vans.

Language:

English – fluency in oral, reading, and writing.

Certifications and Licences

• Possess a valid Ontario or Quebec Provincial Driver’s License.  
• Candidates will be subject to successfully passing the two stage driving test administered by the OPS Professional Development Centre. 
   

In service Training

The following mandatory training and education is provided to all employees of the OPS:

• Occupational Health & Safety.
• Respectful Workplace. 
• Harassment & Violence in the Workplace.
• Accessibility for Ontarians with Disabilities Act (AODA).
• Equality, Diversity, and Inclusion (EDI).

Training will be provided on OSL Solutions, FoxPro, and Shopify if required.
Training on the safe operation of a hydraulic-lift platform and manual pallet movers will be provided if required.
Within one (1) year of obtaining position, the incumbent is expected to participate in the following programs:

• OPS Firearms Safety course

Job Knowledge

Working knowledge of:
The Organization’s Mission, Vision and Values.
Live monitoring and updating / maintaining databases scanners, multi-function devices, Smart Label Printer & barcode reader, and laptop equipment.
and warehousing processes
Standard Quartermaster policies and procedures with fiscal management
Health and Safety requirements as related to warehouse duties.
 

OPS Competencies

Hours of Work

Effort and Working Conditions

Hours of work:

Monday to Friday Day and Afternoon Shifts with regular requirement for evenings and some weekends. 

Work is performed daily in a centralized storage warehouse with no public access and limited employee access. 
Frequent requirements to work in off-site locations; garage spaces, loading docks (indoor & outdoor), off-site storage rooms and other OPS locations. 
Frequent exposure to dust, exhaust fumes and noise from equipment. 
Frequent mousing and keyboarding; sitting in front of a PC for extended periods of time and telephone requests for extended periods.
Hazards include chemical spray (fumes) when dealing with OC Spray destruction and hazardous materials (mold, ammunition, sharp objects, narcotics, materials which may include disease carrying bodily fluids) from bio-hazard bins.
Work involves daily climbing ladders while carrying & lifting police equipment & boxes (up to 40lbs) & police equipment on / off shelving units, vehicles, dollies.
Work involves daily standing when filing / moving / shifting and lifting / scanning
Work at the off-site warehouse sites that house the Pandemic Emergency Supplies (including gas mask, hand sanitizer, percept wipes disposable gloves, safety glasses etc.).
Assist with shipping and deliveries of goods at the loading dock, and service to clients (internal and external).
The incumbent must be able to operate a police vehicle safely and within standards, including maintaining a valid Ontario or Quebec Provincial Driver’s License.  

• Operate police issued vehicles, including vans, to and from OPS facilities and offsite locations (Pandemic Emergency Supplies, Police Bicycles) throughout the geographical Ottawa area.
• Must be able to drive a large cargo van with sometimes-limited sight due to cargo, i.e. ability to back-up a cargo van with use of mirrors only.

Desired Qualifications

•    Oral, reading, writing fluency in French or other languages.
•    Completion of a Firearms Safety Course;
•    Knowledge respecting safe operation of firearms and proper care of  use of force items and uniforms
•    Knowledge of Ottawa Police Organizational Structure and policing issues and trends.
•    Advanced knowledge of OSL Solutions, FoxPro, Shopify,