administrative assistant

POSITION OBJECTIVES

Under the general direction of the Police Chief, incumbent performs responsible administrative and supervisory work related to the daily operations of the Police Department to include personnel management, budget, and payroll. Work involves preparation and maintenance of personnel and officer training records, purchasing, budget preparation and maintenance, records requests, and other administrative duties. Responsibilities include serving in the capacity of Records Custodian for the Police Department and supervision of the Record's Department. Assist Police Sergeant in accreditation process as needed. Work is reviewed for results obtained.

ESSENTIAL JOB FUNCTIONS

• Interviews, trains, and supervises new civilian employees; provides recommendations to Department Head for final decision; trains office personnel in assisting the public.
• Prepares and maintains training records, personnel records, financial reports, budget requests, budget research, audit reports and travel vouchers.
• Prepares and monitors budget expenditures; prepares requisitions and processes invoices for payments; maintains payroll and attendance records. Prepares personnel policies and procedures; assists in budget preparations and decisions.
• Assists Police Chief and Command Staff with the daily operations of the Police Department.
• Assists Police Chief and Command Staff in the formulation of the budget.
• Responsible for grants applications and maintenance.
• Monitors maintenance of computer systems; instructs Department employees on use and care of computer equipment and software.
• Serves as the Records Custodian for the Police Department and maintains sensitive files and records.
• Serves as liaison between Departments, Volusia County Dispatch, and other outside agencies and organizations.
• Assists in the consideration and development of proposals for bargaining unit negotiations; reviews, researches and evaluates proposals submitted by the bargaining unit; formulates a recommendation regarding proposals submitted by the bargaining unit; Assists in the grievance process.
• Provides customer service by responding to inquiries on matters related to the work of the records department; builds and maintains positive working relationships with co-workers, other City employees, and the public.
• Compiles statistical reports, prepares annual reports, and prepares Uniform Crime Report submission to Florida Department of Law Enforcement.
• Interprets and applies Florida law, Florida Department of Law Enforcement, or City policies as they relate to Public Records and Retention, Sealing and expunging records, etc.
• Act as Records Management Liaison Officer for Police Department records with the State of Florida.

(The above are the essential functions required to perform the position of Administrative Assistant to the Police Chief. These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

SUPERVISORY RESPONSIBILITIES

• Directs and assigns work to subordinates engaged in police records functions.
• Provides orientation and training of employees; reviews the work of subordinates for accuracy; assists with the development of new or revised records policies & procedures.
• Assigns work, provides instruction, and sets priorities based on availability of staff, time, materials, and equipment.
• Troubleshoot Records Management System computer problems and communicates with IT Department.
• Ensures confidentiality of information and compliance with local, state, and Federal Government regulations.
• Evaluate employee performance, complete evaluation forms, and provides recommendations for continued improvement and training.
• Participates in the recruitment and hiring of employees, making recommendations on employee discipline and other human resources issues, discusses and identifies personal issues and facilitates resolutions, promotes positive morale, and provides leadership and guidance.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE

• Associate Degree in business administration, criminal justice, management science, operations research, or closely related field.
• Minimum of five (5) years of progressively responsible work experience in administrative assistance and management informational reporting systems.

(A comparable amount of training, education, or experience can be substituted for the minimum qualifications).

CERTIFICATION, LICENSES, REGISTRATIONS

• Must receive FCIC certification within ninety (90) days from date of hire.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern management practices and procedures.
• Knowledge of methods used for measuring organizational productivity.
• Ability to compose and prepare effective correspondence.
• Knowledge of confidentiality of public records, sensitive investigations, and internal affairs.
• Knowledge of Florida law regarding Records disclosure and retention, current legal decisions, and Criminal Justice Standards.
• Ability to establish and maintain effective working relationships with others. Ability to adapt to new operational procedures.
• Ability to remain calm and patient in stressful situations.
• Ability to exercise mature judgement.
• Skilled in the use of modern office equipment such as telephone, computers, software applications, and associated peripherals.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Acceptable eyesight (with or without correction).
• Acceptable hearing (with or without hearing aid).
• Ability to communicate both verbally and in writing.
• Reaching.
• Use of fingers, use of hands.
• Sitting.
• Ability to access, input, and retrieve information and data from a computer.
• Ability to access file cabinets for filing and retrieval of data.

ESSENTIAL PERSONNEL DESIGNATION

This position is designated as Essential Personnel. Essential Personnel are those who serve in job functions that are essential to the City's operations and/or its citizens and which are required to be maintained during any severe weather or other emergency condition. Essential Personnel may be required to report to or remain at work during any event deemed to be an emergency by the City of South Daytona.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The work environment is inside/office environment.