Support Services Assistant-POLICE

Description

Under the direction of the Deputy Police Chief, provides administrative support and coordination for departmental functions and activities. Assists in a cooperative effort to support administrative command staff and Emergency Management Director. Employees in this class possess extensive departmental knowledge and requires a high degree of professionalism due to the routine executive level interaction between Department Directors, city officials, other governmental agencies, community partners, residents and visitors. Position exercises discretion due to the sensitive and confidential nature of information processed. Performs related work as required. Incumbent must be able to work with the latest City technology relating to document imaging, financial systems, etc.

Duties

Essential duties are in two parts; A. Police Records Support and B. Emergency Management Support. Employees in this class will conduct either A or B essential duties, and will also serve as the backup to either A or B. Employees will also have other administrative duties as assigned in support of the Department.

1. Police Records Support

• Assists with the accurate and timely completion of both routine and non-routine administrative department functions.
• Checks criminal records relative to names submitted by Probation and Parole, FBI, Armed Forces, Local, State and other Police Agencies.
• Assists the administrative command staff in both routine and special projects and as required to Special Services Division and Patrol Division.
• Updates criminal history jackets.
• Entry of department timesheet submissions, when requested
• Sends the following via mail: traffic tickets, domestic arrest, Notice to Appear, Arrest and City ordinance citations.
• Sorts incoming mail, prepares copies of event permits, incident and/or accident reports.
• Assists with the accurate preparation of daily/weekly/monthly/annual reports, news releases, public service announcements, etc.
• Composes and types correspondence. Prepares outgoing mail and correspondence, including e-mail and faxes.
• Provides fingerprints to the State & FBI for concealed weapon permits, new agency employees and Public Request for digital fingerprints.

1. Emergency Management Support

• Assists the SEMP (Police Lieutenant) with planning, developing, implementing, and evaluating the operational and administrative functions of the Emergency Management Program.
• Assists with entry of department timesheet submissions
• Coordinates the development of contracts and vendor services for emergency management mobilization purposes.
• Coordinates the annual community emergency planning seminars and emergency partner annual and severe weather emergency meetings.
• Responsible for the issuance of residential and commercial hurricane re-entry hangtags
• Responds to customer and telephone inquiries concerning the Emergency Management Plan or directs calls, accordingly.
• Coordinates meetings and appointments for the SEMP Director with outside agencies, business organizations and residents
• Performs both routine and non-routine administrative duties, as dictated by the nature of the task, such as file maintenance and computer data input.

NOTE: The examples of essential functions listed above for this class specification are not necessarily descriptive of any one position in the class. The omission of an essential function of work does not preclude Deputy Police Chief or Chief of Police from assigning duties not listed herein if such functions are a logical assignment to the position.

Required Education, Experience, License, Registration, and Certification Qualifications

An Associate's Degree in Public Administration, Business Administration, Emergency Management, Communications, or a related field, supplemented by minimum five (5) years progressively responsible office support experience, to include experience in administrative functions, records management, budgeting, emergency management education and training or public information; or a combination of education and experience.
Advanced level skills in the Microsoft Office Suite is required. Must have ability to work with multiple information technology systems that aid in the development of pension board agendas, document imaging, financial transactions, etc.

Supplemental or Additional Information

• Extensive knowledge of Police Department operations, functions and responsibilities.
• Extensive knowledge of office support functions.
• Extensive knowledge of report and record maintenance principles and techniques.
• Extensive knowledge of alphabetic and numeric filing principles and methods.
• Thorough knowledge of principles and practices of effective administration, to include directing, planning, evaluating, and organizing.
• Thorough knowledge of business English, the application of such to a variety of formats and styles, editing principles and techniques.
• Knowledge of principles and practices of emergency management and the City's Emergency Management Plan.
• Knowledge of outreach programs relating to disaster preparedness.
• Knowledge of the grant process and the administration of grants.
• Ability to effectively utilize a variety of modern office equipment, i.e., computers, facsimile machines, and copiers.
• Ability to coordinate administrative projects/programs ranging from moderate to highly complex in nature.
• Ability to exercise judgment and make decisions in accordance with established departmental policies and procedures.
• Ability to establish and maintain working relationships with supervisor, support staff and others with whom the position interacts.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Ability to read and comprehend general to complex instructions, lengthy correspondence, and other material.
• Ability to read, interpret, apply and explain rules, regulations, policies, and procedures.
• Ability to prioritize and schedule work.
• Ability to communicate effectively both orally and in writing.
• Skilled in both written and oral communications for effective expression and clarity.
• Interpersonal skills using tact and courtesy and maintaining cooperative and effective working relationships with others.