Business Specialist IV - Police Department

The City of Lakewood is dedicated to upholding City values to include: Performance Excellence, Leadership, Respect and Collaboration. Best fit candidates will demonstrate innovation, customer service, dedication, passion and engagement. All people, citizens and employees, will be treated with respect, relevance, and importance.

HIRING RANGE: $32.36 - $35.96/hour

The position supports the Division Chief with administrative tasks as assigned. The position also provides support for commanders, sergeants, and agents. The position serves as a focal point for inquiries and office operations for the Division Chief assigned.

Essential Duties and Responsibilities

Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion. Employees must be able to perform the essential duties of this job with or without reasonable accommodation.

• Acts as the point of contact for the assigned duties, answering calls, screening inquiries, researching questions, screening visitors, responding to, and directing callers to appropriate staff or department.

• Assists the Division Chief in performing various administrative functions including calendaring, electronic filing, and records management, making photocopies, delivering information, etc.

• Responsible for maintaining and scheduling maintenance of office machinery.

• Handles accounts receivable for the division.

• Ensuring all purchases are being billed to the correct accounts and assisting with month-end financial reporting as needed.

• Performs accounts payable/receivable functions for the division; prepares monthly credit card reconciliation.

• Coordinates overall travel and training requests for the Division.

• Acts as back up for support staff in other divisions.

• Assists with special projects and events as needed.

• Strictly maintains confidentiality while working with sensitive issues.

• Prepares memos of correspondence with internal or external stakeholders.

• Provides support for the Division Chief (typing, proofreading, and formatting documents).

• Establishes correspondence standards for the department and serves as a resource for other administrative staff in the areas of protocol and policy.

• Prepares agendas as needed and records minutes for staff and committee meetings, as assigned.

• Orders and maintains office supplies, acts as division buyer.

• Must be able to interact with others in a positive manner

• Requires regular and reliable attendance.

• Updates and maintains critical departmental forms.

• Serves as an administrator for multiple software platforms.

• Functions as the lead administrator for the InTime Scheduling Software

• Manages financial operations and reporting for Patrol-related grants.

• Oversees the Lakewood Police Department’s Ride-Along Program.

• Maintains internal rosters to support operational and administrative functions

• Assists the Patrol Support Coordinator and Police Equipment Technician with Body Cameras and Tasers.

Reporting Relationships

Supervision Received : Patrol Division Chief

Supervision Exercised : None

Knowledge, Skills and Abilities

• Must possess ability to deliver exceptional customer service with the ability to work as a team member as well as independently.

• Proofreading skills and meticulous attention to detail.

• Experience working with multiple incoming phone lines.

• Ability to offer an example of professionalism for administrative staff across the organization.

• Must be able to interact with others in a positive manner, demonstrating tact and diplomacy; must have ability to interact effectively with a variety of people at all levels of the City, including elected officials and external customers, who may be frustrated, angry or upset.

• Time management: ability to handle numerous interruptions, shifting priorities and tight deadlines.

• Must be able to demonstrate discretion and independent judgement; must be able to maintain confidentiality while working with sensitive issues.

• Knowledge of electronic and paper filing systems.

• Must demonstrate critical thinking skills and ownership of assigned projects, following up with other team members until the project is complete.

• Knowledge of basic accounting principles is preferred.

• Excellent customer service, public relations, and conflict resolution skills.

• Must possess excellent grammar, verbal, and written communication skills

• Demonstrated ability to manage filing system for electronic files as well as paper files.

• Machine transcription skills

• Ability to use discretion and independent judgment.

• Ability to work independently or as part of a team

• Ability to organize assignments and projects in an efficient manner.

• Ability to coordinate meetings and events of various sizes.

• Ability to demonstrate tact and diplomacy with politicians/chiefs/sheriffs.

• Basic knowledge of department policies and procedures.

• Demonstrate initiative and self-confidence.

• Ability to pass reference and background checks (including fingerprints) and credit check required. Must be able to pass a pre-employment drug screen.

• Due to the nature of the work an employee in this position may be considered essential. Essential personnel are determined by the chain of command, the type of emergency and human resources needed.

• Must have basic skills in addition, subtraction, percentages, and multiplication to use in monthly vouchers and travel requests, as well as balance credit card statements.

Technological Skills

• Proficiency in Word, Excel, Outlook; and PowerPoint.

• Ability to demonstrate high level of proficiency with Microsoft Office 365, , Laserfiche, SharePoint software.

• Ability to demonstrate proficiency with Microsoft suite (Excel, Powerpoint, Outlook, Word, Graphing Software’s, Lucid Chart, etc.)

• Knowledgeable of set up and operation of various conference room technology including Polycom and ClickShare devices.

Education and Experience

• Education: High School diploma or equivalent required.

• Experience :

  • Minimum of three years’ experience in an executive administrative position required.

  • Experience with a knowledge of legal terminology and documents, preferred.

  • Experience in a police environment, preferred .

  • Ability to keyboard at 60 wpm is preferred; data entry (10-key) experience required.

  • Bi-lingual (Spanish speaker) is a desirable qualification.

Certification/Licenses/Specialized Training

• Ability to obtain Notary designation and adhere to requirements within 6 months of hire date.

$27.66-$35.96