Executive Administrative Coordinator-Law Enforcement

Administrative Support For Police Department

The purpose of this position is to provide high level of skilled administrative support for the Police Department. This position handles sensitive, highly confidential, and delicate public relations situations. This class works under general supervision, independently developing work methods and sequences.

Essential Functions

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Serves as the primary liaison for the Police Department.
• Works closely with elected officials and the City Manager's Office.
• Responds to residents' concerns and/or questions via telephone, email, or other means in a tactful manner on behalf of the fire chief.
• Answers department telephone; provides assistance, requests documents and information; refers callers to other staff members as appropriate; and take messages.
• Provides direct clerical support for the Police chief and a broad spectrum of administrative support to the Fire department.
• Schedules appointments and maintains calendars for the Police Chief and other fire department personnel as needed.
• Plans and arranges conferences; makes travel arrangements, including submitting travel approvals and reconciling travel expenditures in accordance with City policy.
• Composes, edits, and types non-routine and routine letters, memoranda, press releases, weekly reports, and proclamations -- in conformance with City policies, independently, from brief instructions, and with accuracy and completeness.
• Copies and collates documents for various meetings; reserves rooms and facilities for meetings; assists with meeting set-up arrangements.
• Prepares varied and complex department documents, records, reports, and forms requiring knowledge of programs, policies and procedures.
• Performs research necessary to complete necessary tasks. Gather data and prepare documents for presentations.
• Tracks and processes purchase requisition, purchase orders, and invoices. Assures that vendors receive payment in a timely manner. Investigates any outstanding purchase orders, invoices or inquiries from vendors, employees or other relevant parties.
• Assist in the preparation of the bi-weekly payroll and maintenance of attendance records.
• Prepares various departmental reports and assist in the preparation of the departments annual budget submission process.
• Schedules and prepares agenda items for City Commission meetings.
• Understands and practices a high level of confidentiality and discretion. Assignments involve a broad scope of responsibility and considerable complexity and sensitivity.
• Serves as the department liaison for the implementation of new software or systems.
• Will serve as notary public for the department.
• Attend City meetings and activities on behalf of the department.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Typical Qualifications

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor's Degree in Business or Public Administration or related discipline.
• Four (4) years of executive or administrative support experience in a public safety or law enforcement environment; or an equivalent combination of education, training and experience.
• Must possess and maintain a valid state driver's license with an acceptable driving history.
• State of Florida Notary Public or ability to obtain within 6-month probationary period

Knowledge, Skills and Abilities, Work Environment and Work Hours

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of general office functions, procedures and equipment including filing and basic accounting; proficient in Microsoft Office Suite.
• Knowledge of functions and organization of municipal government.
• Knowledge of the functions and operations of inter-relating departments, divisions, and external agencies.
• Knowledge of business English, spelling and composition; with ability to type accurately and at a reasonable speed.
• Skill in prioritizing work assignments to meet deadlines; sometimes under pressure.
• Skill in using discretion and judgement in the possession of confidential information.
• Skill in preparing clear and concise written reports, letters, memorandums, and emails with accuracy.
• Ability to review written correspondence for clarity, accuracy, completeness and for grammatical and punctuation errors.
• Ability to maintain multiple schedules simultaneously.
• Ability to work independently on complex and confidential administrative tasks.
• Ability to communicate and deal effectively with the public, City officials, and other City employees.
• Ability to work in a fast-paced environment with competing priorities.
• Knowledge of executive protocol and appropriate etiquette in conducting activities with elected officials and other officials.
• Must have the ability to work with all levels of management, with excellent team building skills and the ability to get things done through others without direct authority.
• Ability to build and maintain relationships with internal and external customers/vendors.

PHYSICAL DEMANDS: Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

WORK ENVIRONMENT: Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

WORK HOURS Monday Friday 8am- 5pm (May be required to work nights, weekends and holidays to meet the business needs of the City.)

AMERICANS WITH DISABILITIES ACT COMPLIANCE The City of Deerfield Beach is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

ESSENTIAL SAFETY FUNCTIONS It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses. Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.

EMERGENCY MANAGEMENT RESPONSIBILITIES Note: During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as hurricane, or other emergency situations and are expected to perform emergency service duties as assigned. The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.