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Administrative Assistant

2 weeks ago

Grand Prairie, TX, United States Lone Star Park Full time
  • Perform administrative tasks such as filing, producing reports and ordering office supplies.
  • Interacts with employees, vendors, executives and general public in a friendly, courteous and informative manner.
  • Update security employee files in accordance with state law and Texas Online Private Security (TOPS) rules. Tracks and maintains security license database and ensures all security employees are in compliance.
  • Tracks and maintains security department TXRC licenses to ensure all officers are in compliance with TXRC rules.
  • Monitor, address, resolve and supervise payroll reporting, payroll discrepancies, timekeeping, post coverage, attrition, scheduling, and requests for time off, labor tracker and communicate with all appropriate departments by following proper channels and submitting forms for approval and processing.
  • Gathers, verifies and maintains hard and soft copy files including: departmental files, invoices, inventory, incident reports, and vendor and supplier information.
  • Ensure all incident reports are complete with all pertinent information and documentation. Sends out weekly summaries to executive staff.
  • Gathers, verifies and inputs departmental data such as parking passes and incidents into Excel and onto hard copies where necessary.
  • Creates, edits and maintains intra-departmental forms and logs using MS Word and MS Excel.
  • Prepares legible, detailed, and timely documentation (e.g. incident and activity reports, memos, emails, security logs, etc.) for the purpose of providing written support and/or conveying information.
  • Completes vendor invoices / PO's as needed and communicates with finance department. Confirms hours and labor with outside vendors to ensure accuracy of invoices.
  • Preforms administrator functions with Key Systems.
  • Prepares detailed and legible daily and periodic reports to management regarding activities and concerns in accordance with departmental procedures.
  • Maintains and distributes officer uniforms as needed.
  • Attend weekly operations meetings
  • Assist with organizing security officer training.
  • Assist with formatting and updating SOPs for compliance.
  • Assist managing the Security operations as Corporal when needed.
  • Acts as supervisor in the absence of the Sergeant by directing work, training, and recommending recognition or discipline.
  • Assist Sergeant/Supervisor in enforcing security regulations, participates in surveillance activities, and apprehends violators and disruptive patrons in accordance with company policies and procedures.
  • Monitors security officers at their posts and ensures all posts are adequately covered.
  • Assists in identifying high risk areas and initiates actions to reduce risk exposure.
  • Interacts with employees and the general public in a courteous, informative and responsive manner.
  • Maintains contact with management, dispatch, and subordinates as needed using telephone, radio and other electronic equipment.
  • Must be familiar with and able to perform any post duty as needed.
  • Patrols buildings and grounds; responds to and reports unusual incidents or occurrences in order minimize or deter hazardous or dangerous situations. Takes immediate and appropriate action to respond to these occurrences.
  • Periodically checks sentry posts to ensure alertness and compliance of standing orders.
  • Takes appropriate action and renders first aid in emergencies such as accident, fire and illness.
  • Maintains poise and self-control under stress and in emergency situations. Acts quickly and appropriately to notify immediate supervisor of the emergency situation. Emergencies may include, but are not limited to, fire, medical, bomb threat, or other disturbances.
  • Wears and maintains uniform and equipment assigned according to Lone Star Park requirements.
  • Follows and assists in enforcing company and security policies and procedures.
  • Follows and enforces safety policies and procedures in accordance with company standards and state/federal rules and regulations.
  • Participates in subordinate performance evaluations when directed.
  • Attends departmental staff meetings as scheduled.
  • Attends all emergency preparedness, safety training as scheduled. Disseminates information and assignments as needed.
  • Ensures all on-the-job injuries are reported timely in accordance with company policy and procedures.
  • Maintains strict confidentiality and high integrity.
  • Performs other related duties as assigned.
Education:
  • Associate's degree or equivalent from two-year college/technical, preferred.
Knowledge, Skills and Abilities:
  • Working knowledge of Lone Star Park, its facilities, and the Security operation.
  • Previous experience in law enforcement, military security or other protective service work preferred.
  • Ability to apply the principles of supervision to direct the work activities of subordinates.
  • Ability to motivate and supervise security personnel.
  • Strong interpersonal skills, ethical work habits and high integrity.
  • Working knowledge and skill in the use of self-defense and controlling uncooperative subjects.
  • Ability to work effectively under highly stressful conditions.
  • Ability to apply force in accordance with department policies/procedures.
  • Ability to exercise diplomacy when dealing with people in sensitive situations.
  • Ability to apply active listening techniques in order to obtain complete and accurate information.
  • Knowledge of basic fire prevention and control techniques.
  • Ability to act quickly and intelligently in emergency situations.
  • Strong leadership skills and ability to work independently or as a team when required;
  • Ability to read, write and comprehend effectively in English. Bilingual skills helpful.
  • Ability to interpret and act upon moderately difficult written information.
  • Ability to communicate clearly and concisely both orally and in writing for the purpose of obtaining and disseminating information, problem-solving and conflict resolution.
  • Ability to work with detailed information/data and obtain pertinent information to complete a detailed and cohesive written report.
  • Ability to analyze information and draw logical conclusions.
  • Ability to maintain records and complete reports as required.
  • Ability to interact positively with employees and the general public.
  • Ability to plan ahead to ensure that resources are effectively and economically allocated.
  • Ability to use good judgment, including grasping and assessing the facts of a situation and draw correct conclusions. Ability to prioritize time so that work is accomplished on a dependable basis; is reliable and committed to meeting schedules and deadlines.
  • Ability to develop staff to meet accepted standards and departmental objectives.
  • Ability to demonstrate initiative, including being proactive and resourceful, working independently with minimum supervision
  • Ability to think constructively and search for ways to improve processes.
  • Ability to win confidence and gain respect through consistent demonstrations of personal courtesy, tact and timely responsiveness.
  • Ability to recognize the need to coordinate effort; be reliable in following through on requests and commitments.
  • Ability to foster an environment that nurtures collaboration, teamwork and mutual respect.
  • Ability to rapidly prioritize a variety of tasks and take appropriate action.
  • Ability to effectively operate a variety of communications equipment, call numbers, and emergency signals and operate security alarm systems,.
  • Ability to apply first responder techniques in performing emergency first aid (e.g. triage, CPR, etc.).
  • Ability to operate a personal computer and standard office equipment to perform simple clerical tasks.
  • May be required to walk or stand for extended periods of time.
Training:
  • Requires 5 years' experience in comparable positions such as departmental coordinator, executive assistant, asset protection specialist, etc...
  • Advanced training or certification in safety and security preferred
Licenses/Certifications/Other:
  • Must be able to pass a background check and receive a license or permit from any Regulatory Agency, if applicable to perform the essential job functions
  • Texas Racing Commission License (TXRC)
  • Texas Commission of Private Security (TCPS)
  • Valid Driver License
  • Must currently hold, or ability to gain Corporal rank within 30 days of employment
  • Must be able to obtain CPR/AED certification
Physical Requirements:

The physical demands and work environment characteristics described are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Strength:
    • Sedentary to medium workload
    • Stand, sit and walk consistently
    • Will be required to lift up to or over 20lbs or exert occasionally over 50lbs
  • Movement:
    • Will consistently be required to touch, feel, stoop, bend, kneel, climb, reach
    • Will use office equipment
    • Driving motor vehicles as needed
  • Auditory:
    • Frequently speak and articulate
    • Noise levels will be varied from light to moderate machinery
  • Environmental:
    • Exposure to weather and extreme elements are minimal
    • Minimal exposure in close proximity to horses