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Support Services Senior Staff Assistant

2 months ago

Tallahassee, United States City of Casselberry Full time

The Support Services Senior Staff Assistant provides clerical and administrative support for the City of Casselberry Police Department’s Support Services Section. The Support Services Senior Staff Assistant performs duties with some latitude for independent judgment and action consistent with position guidelines as outlined below and within established policies and procedures. Essential Duties and Responsibilities (85%) Acts as a receptionist to the Training and Community Relations Section within the police department, answers incoming calls and responds to general inquiries, and furnishes applicants and the general public with general information. As directed, registers department members in training courses, coordinates lodging for department members, and facilitates per diem requests. Maintains the department's training database, which includes entering and maintaining entries in a Microsoft Excel, or similar database. Types correspondence for Support Services Sergeant and other personnel as directed. Maintains files and assembles materials from files for use by the Training and Community Relations staff. Assists with processing new applicants by initially screening applications, organizing screening and testing materials, developing new hire binders, and performing other hiring-related functions as directed. Assumes and maintains accurate and timely control of certain office correspondence, training records, application records, memos, and various forms and reports. Operates related office equipment, such as a computer, copy/fax/scanning machines, calculator, and telephone. Prepares social media postings and advertisements. Prepares and maintains purchase order requests, check requests, and P-Card purchases. Organizes, composes, and prepares reports for the Training and Community Relations section and the Police Department. Uses considerable judgment and initiative in planning and organizing work, executing and assuring follow-ups for all responsibilities. Follows safe working practices and has a working knowledge of safety practices and procedures. Completes the identified required or assigned training timely and applies acquired knowledge and/or skills. Adheres to laws, regulations, and policies of the City and of the police department. Follows instructions provided by the Support Services Sergeant, Bureau Captain, Deputy Chief, and Chief of Police or their designee. Participates in department meetings, staff meetings, and other related activities. Maintains, preserves, retains, and disposes of public records pursuant to FSS Chapter 119. Additional Duties and Responsibilities (10%) Facilitates the use of the department’s training rooms by outside vendors. Assists with and serves as backup for the Police Administrative Services Coordinator. Duties include but are not limited to processing payroll, managing the police department budget, maintaining applicable databases, delivering and receiving mail, interoffice memos, and other correspondence to and from the police department and City Hall or other City departments, assisting the command staff as directed, and other related clerical assistance. During the police department's triannual reaccreditation by the Commission for Florida Law Enforcement Accreditation, the Support Services Senior Staff Assistant will assist the Accreditation Manager with file construction, secondary documentation, and other tasks related to the CFA inspection. Emergency Management Role (5%) Participates as a member of the police department staff as required to take action in the event of an emergency. Acts in the assigned role to support the police department in disaster preparation and/or disaster recovery efforts as described in the City of Casselberry Emergency Management Plan, assigned by the Deputy Chief or designee. Minimum Requirements: Education and Training: A High School Diploma or G.E.D. is required (A bachelor’s degree is desired). Experience: A minimum of two (2) years’ experience in administrative/clerical support in customer service/municipal service or related fields is required. A comparable combination of education and experience may be considered. Certificates, Licenses, and/or Registrations Required: Must possess and maintain a valid Florida Driver’s license. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record. Security Clearance: Florida Department of Law Enforcement background clearance. Knowledge, Skills, and Abilities: Knowledge of local, state and federal regulations affecting work. Knowledge of departmental rules, policies and procedures. Knowledge of web-based customer service software for order request and tracking. Knowledge (intermediate level) of Central Square/NaviLine or similar accounting and finance software. Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Outlook, Word and Excel. Ability to deal with stressful conditions in a calm and professional manner. Ability to establish and maintain effective working relationships with other employees and the public. Ability to operate a motor vehicle. Ability to support the mission statement of the City of Casselberry and the Casselberry Police Department. Ability to support the core values of the City of Casselberry. Ability to support the vision of the City of Casselberry of a vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government. The work environment and physical demands described here are representative and not intended to be all-inclusive of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made when requested to enable individuals with disabilities to perform the essential functions. Work Environment: This position primarily performs duties in an office setting. The noise level in the office work environment is moderate. Physical Demands: The primary functions require prolonged periods of sitting, standing, walking, bending, pushing and pulling, using hands to handle or feel, and reaching with hands and arms. In addition, this position may be required to occasionally lift and carry up to twenty-five (25) pounds with or without assistance from another person or utilization of lifting equipment. This position must regularly use vision, speech, and hearing, with or without assistive devices. Equipment/Tools and Technology Used: This position utilizes the following tools and equipment while performing the job duties: desk phone, desktop computer, calculator, fax, scanner, and printer/peripherals. Employee Infection/Exposure Risk Classification: Category III: Employee performs tasks not involving exposure to blood, body fluids, or other potentially infectious materials (OPIM). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid, or to be potentially exposed in some other way. #J-18808-Ljbffr