Administrative Supply Specialist presso Clay County Sheriff's Office (FL), FL

About the Department

Responsible for ordering and issuing uniforms, equipment, and supplies to agency personnel. Incumbent must maintain adequate budget and supply inventory levels. Duties also include distributing accountability equipment to new personnel and conducting research for equipment, parts, and supplies procurement.

Position Duties

• Ensures that their work area is clean, organized, safe and presentable in accordance with agency policies and procedures.
• Prints 2-part, 3-part and 4-part forms for the agency and business cards for Sergeants and above and civilians with equal rank. 
• Researches, organizes, and assembles requested information from various sources, forwarding the completed work product to the appropriate personnel promptly, following agency policies and applicable state statutes. 
• Coordinates with other Supply Employees of needed supplies/equipment, accurately completing and submitting requests for authorization and processing by the relevant personnel. 
• Maintains a supply room with office supplies and uniforms in an organized manner for easy visibility and retrieval. 
• Maintains an inventory in Tyler Munis of all uniforms, equipment and supplies that are issued and updates as needed.
• Coordinates or acquire and/or maintain a sufficient inventory of required supplies/items/equipment to ensure ready availability as needed by members of their respective area.
• Monitors material distribution, promptly ordering replacements or notifying appropriate personnel when necessary to ensure a continuous and adequate supply. 
• Distributes and documents the distribution of accountability equipment to all new affected personnel.
• Conducts adequate research in order to determine the optimum supplier in terms of price, quality, and delivery, in accordance with agency policy.
• Maintains blanket purchase agreements in accordance with agency policies and procedures. – 
• Verifies invoices, packing slips, and receipts against purchase orders for all deliveries in order to verify items received are exactly as ordered, with inconsistencies reconciled in a timely manner pursuant to agency policies. 
• Initiates the proper disposal of property/equipment designated as surplus or obsolete in accordance with agency policies/procedures and applicable state/county guidelines. This includes receipt of old uniforms, gear from members separating from agency. Cleaning and inspecting items (which may be hazardous) to see if items can be readded to inventory. 
• Establishes, develops, and maintains budgetary components of supply inventory.
• Generates and submits accurate and complete supply budget status reports to command staff as required/requested. 
• Issues and/or accurately records all clothing and uniform supplies issued to members in accordance with agency policy.
• Records all transfers of equipment in accordance with agency policy.
• Tags new items / equipment and accurately enter all items received into the inventory control program in accordance with agency policy.
• Orders and distributes office supplies and/or uniform items as required / requested in accordance with agency policy.
• Sends all received invoices to supervisor for approval, enters all approved invoice amounts under the appropriate purchase order, makes copies for filed, and submits processed invoices to fiscal services for payment. 
• Enters into the appropriate system the type, size, color, and date of issue of all body armor. 
• Processes applicable incoming and outgoing documents and/or files in a timely manner consistent with supervisory direction and/or agency policies/procedures.
• Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team.
• Reports identified or potential maintenance, safety, and/or non-compliance findings, hazards, and incidents to the appropriate personnel and/or department. 
• Timely completes all assignments, special projects, and budgetary requirements (if applicable) as directed, adhering to applicable agency policies.
• Adheres to leave and attendance policies, including punctual arrival and completing full shifts. Informs the supervisor about illness or untimely incidents, reports overtime hours worked, and timely submits timesheet, attendance, and leave requests.
• Regularly checks assigned mailbox, phone calls, PowerDMS, and email messages, responding promptly and professionally. 
• Makes assigned chain of command aware of anything noteworthy. 
• Responds to supervision, guidance, direction, and feedback from executive staff and superiors in a receptive manner and in accordance with agency policies. 
• Conducts themselves in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics, and demonstrates a courteous and professional image when engaged in any activity with the public. 
• Cultivates positive working relationships with colleagues and other agency units to enhance work area output and services in line with agency policies. 
• Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and coworkers.  
• Actively participate in job-specific training. 
• Operates and performs minor repairs for office equipment to manufacturer’s specifications and/or within the specified parameters pursuant to agency policies. 
• Performs other duties as assigned.

Minimum Qualifications

• Ability to read, write and understand the English language
• High School Diploma or equivalent   
• Proficient in Microsoft office products
• Associate’s degree from an accredited college or university, preferred.
• Two (2) years of Supply or other Inventory/Procurement experience required, preferably in Law Enforcement.  
• Customer service experience preferred.
• Proficiently use of office equipment and Microsoft applications.
• The following items (or authorized equivalents) may be required at various steps in the application process: 
  • Driver's License
  • Birth Certificate
  • Social Security Card
  • Form DD214 for all periods served in the military
  • GED or High School Diploma and Sealed Transcripts from the highest level of education
  • FDLE Authority for Release (notarized)

Other Qualifications

Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions. 

Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1^st of the month after a full 30 days worked. For more information on benefits, please visit https://www.claycountygov.com/government/personnel-services/employee-benefits. 

The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy. 

Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date.

If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team at [email protected]. 

All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories). 

Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.

Reapplication/Retesting of discontinued or disqualified applicants is available after 365 days.  

This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at https://www.claysheriff.com/departments/employment/.