Office Manager - Police Dept.

GENERAL DESCRIPTION:

This position serves as office manager and reports directly to the Chief of Police. Performs a variety of responsible, confidential and complex administrative duties for the Police Chief. Supervises and oversees the police records clerks. Works closely with the Chief's Command Staff. Position requires a high degree of independent judgment, personal initiative, confidentiality and trustworthiness involving planning, initiating and coordinating various clerical tasks for a municipal police department.

ESSENTIAL JOB FUNCTIONS:

Provides administrative support to the Police Chief and independently composes correspondence related to assigned responsibilities.

Supervises the Records Division including the Police Records Clerks.

Oversees grant management to include, but not limited to, completing performance reports, financial reports, and close-out reports.

Keeps appointment calendars and schedules appointments. Receives and screens calls, responds to complaints and requests for information and refers callers to other employees as necessary. Takes notes and minutes of meetings as required.

Prepares payroll, tracks leave records and creates overtime reports for all divisions within the Police Department. Prepares all personnel action correspondence.

Prepares reports, schedules, forms and composes letters. Sets up and maintains office files. Assembles information for the use of others.

Performs general tasks such as making copies, sending/receiving faxes, and sorting/distributing mail.

Prepares agenda items for commission and staff meetings.

Serves as the official records custodian and must at all times assure compliance with statutory requirements and legal process.

Maintain accounting records for all uniforms and equipment purchased by the police department.

Provides customer service internally and externally.

Processes department purchases, maintains regular contact with vendors, researches and resolves invoicing questions. Processes accounts payable, budget and financial documentation: reviews invoices for accuracy and researches discrepancies; assigns proper budgetary codes to invoices; approves invoices and forwards to Finance for payment; enters, balances and corrects entries; compiles budget information and assists with budget preparation for the department; monitors expenditures to ensure compliance with approved budget. Prepares purchase requisitions in accordance with city purchasing regulations and department budgets. Completes and reconciles monthly Purchasing Card reports for submission to the Finance Department.

Types, edits, transcribes and proofreads a wide variety of complex and confidential reports, letters, memoranda and statistical charts.

Works closely with the Florida Department of Law Enforcement (FDLE) in the preparation of required forms for certification of police officers hired by the department.

Prepare the initial FDLE approved employee personnel file that is maintained by the Human Resource Department.

Complete required FDLE annual report and monthly Juvenile Justice and Delinquency Prevention Act (JJDPA) Compliance Reports.

Maintain Terminal Agency Coordination with various FDLE computer programs and ensure compliance with all required regulations.

Assist in writing and maintaining the department’s General Orders and Directives.

Provides information to the City Manager, Human Resources Manager and Finance Department.

May be required to perform alternate duties, including remaining on duty, during emergencies.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required)

MINIMUM QUALIFICATIONS:

The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers

Build professional relationships with internal staff and customers.

Operates general and complex office equipment to include the use of a computer, copy machine, facsimile machine, scanner, telephone transfers, and other information technology equipment associated with the administrative function.

Skilled in the use of Gmail, WORD and EXCEL software.

Maintains an organized and efficient work area and environment.

Communicate effectively both oral and written instructions.

Offer flexibility and adaptability, especially during times of change.

Ability to make mathematical computations, tabulations, and accounting entries accurately.

Ability to establish and maintain effective working relationships with employees and the public.

Ability to maintain confidentiality.

High school diploma or GED supplemented by an Associates' degree in business administration or a related field and five (5) years of progressive experience providing high-level administrative support at the executive level. Qualifications requirements also include proven proficiency in using Microsoft Office applications including Word, Excel, Power Point and G-Mail (testing may be required) and the ability to communicate effectively.

Any work-related experience resulting in acceptable proficiency levels in the above minimum qualifications is an acceptable substitute for the above specified education and experience requirements.

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

Valid Florida Driver’s License and acceptable driving record

Ability to obtain certification as a Notary Public in the State of Florida.

ESSENTIAL PHYSICAL SKILLS:

Vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, and depth perception with or without correction.

Frequently required to speak and listen clearly.

Ability to access, input, and retrieve information from computer systems, file cabinets and secure storage areas.

Ability to sit, stand, use hands to touch, handle, grasp, or operate objects, controls or tools; stoop, kneel or crouch.

Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight up to 35 pounds.

Tasks may involve extended periods of time at a keyboard or work station.

ENVIRONMENTAL CONDITIONS:

Works inside an office with limited exposure to environmental conditions.