Police Quartermaster - University Police

Minimum Qualifications:

Associate degree or equivalent and four years of related experience.

Required:

Valid Texas driver's license and ability to meet UTMB driving requirements upon hire.

Preferred Qualifications:

• Two years of experience working with records management systems or inventory tracking software, or purchasing processes, working with vendors.
• TEEX Property and Evidence Management certification or the ability to obtain within six months of hire.
• Experience working with purchasing processes, vendors, and inventory systems.
• Experience supporting law enforcement accreditation processes (e.g., CALEA).
• Familiarity with digital evidence management systems (e.g., body-worn camera programs).

Job Summary:

The Police Quartermaster is responsible for the management, control, issuance, and accountability of departmental equipment, uniforms, supplies, and fleet assets. This position also performs critical evidence and property functions, including intake, documentation, storage, tracking, review, and disposition of evidence in compliance with departmental policies, legal standards, and accreditation requirements.

This role ensures operational readiness by maintaining inventory systems, coordinating fleet operations, supporting chain-of-custody integrity, and facilitating compliant evidence management processes.

Job Duties:

1. Quartermaster / Inventory Management

• Maintain centralized control of all department-issued equipment, uniforms, and supplies.
• Procure, receive, inspect, and distribute equipment in accordance with approved budgets and purchasing guidelines.
• Actively work with administrative staff to coordinate purchasing activities, ensuring timely and accurate processing of orders, verification of items received, and proper reconciliation of invoices.
• Maintain accurate inventory records, including tracking, reconciliation, and lifecycle management.
• Issue, retrieve, and maintain inventory records, including uniforms, officer equipment, locker and mailbox keys.
• Conduct periodic physical inventory and audits of all assigned property.
• Coordinate uniform and equipment issuance for new hires, promotions, and replacements.
• Manage repair, replacement, and disposal of damaged or obsolete equipment.
• Ensure compliance with UTMB property control policies and departmental procedures.
• Prepare documentation and reports to support audits, inspections, and budget planning.
• Assist with vendor coordination, purchasing processes, and contract-related activities.
• Asset Custodian: Maintain asset inventory and prepare annual reports.

2. Fleet Coordination

• Coordinate and manage departmental fleet operations, including vehicle inventory, assignment, and utilization tracking.
• Review and maintain vehicle inspection reports and collect daily inspection sheets of vehicles.
• Authorize and schedule all maintenance and/or repairs and arrange delivery of vehicles to and from vendors.
• Maintain and file reports for Fleet Management, including gas receipts, mileage usage reports, and maintenance repair charges.
• Maintain relationships with vendors for service, outfitting, and repair issues.
• Coordinate and manage departmental fleet operations, including vehicle inventory, assignment, and utilization tracking.
• Review and maintain vehicle inspection reports and collect daily inspection sheets of vehicles.
• Authorize and schedule all maintenance and/or repairs and arrange delivery of vehicles to and from vendors.
• Maintain and file reports for Fleet Management, including gas receipts, mileage usage reports, and maintenance repair charges.
• Maintain relationships with vendors for service, outfitting, and repair issues.

3. Evidence and Property Management

• Receive, log, and securely store evidence and property in accordance with departmental procedures.
• Assist with maintaining accurate chain-of-custody documentation to ensure integrity and accountability.
• Ensure proper packaging, labeling, and storage of evidence, including sensitive or hazardous materials.
• Assist with the coordination and submission, retrieval, and transport of evidence with crime laboratories, courts, and external agencies.
• Conduct routine audits and inventories of evidence and property to ensure compliance and accountability.
• Conduct, at a minimum, monthly reviews of case statuses in coordination with the appropriate courts and/or District Attorney’s Office to identify evidence eligible for disposition.
• Ensure all evidence releases, destructions, or returns are supported by appropriate court orders or authorizations and fully documented in accordance with departmental procedures and legal standards.
• Assist with the proper disposition of evidence, including return, destruction, or court-ordered release.
• Assist with maintaining a secure, organized, and compliant evidence storage environment.
• Assist with the preparation of evidence documentation and related materials for court proceedings as needed.

4. Administrative and Operational Support

• Maintain and utilize inventory and evidence management systems
• Develop and recommend improvements to inventory control, fleet coordination, and evidence handling processes.
• Assist with drafting and updating policies and procedures related to quartermaster, fleet, and evidence operations.
• Provide training and guidance to personnel on proper equipment use, fleet procedures, and evidence handling requirements.
• Support accreditation efforts and compliance reviews (e.g., TCOLE, CALEA, UT System requirements).
• Assist with internal and external audits, inspections, and reporting requirements.

• Perform other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of inventory control principles, fleet management practices, and property accountability standards.
• Knowledge of law enforcement evidence handling procedures and chain-of-custody requirements.
• Strong organizational and recordkeeping skills with high attention to detail.
• Ability to maintain confidentiality and handle sensitive materials.
• Strong analytical and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to work independently and manage multiple priorities in a fast-paced environment.

Working Conditions

Work performed in office, warehouse/storage, fleet, and secure evidence environments. May require lifting, carrying, and moving equipment and supplies (up to 50 lbs). Potential exposure to hazardous or biohazardous materials; appropriate personal protective equipment (PPE) will be provided.

Compliance Responsibilities

Adhere to all UTMB policies, IHOP standards, and departmental procedures. Ensure compliance with state and federal regulations related to evidence handling, fleet operations, and property control. Maintain accountability and audit readiness for all assigned equipment, vehicles, and evidence.

Salary Range

Minimum: $49,600 Midpoint: $62,000 Maximum: $74,400; actual salary commensurate with experience.

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.