Facilities Coordinator - Police

Job Title

Highly Responsible Administrative Facility Coordinator, Customer Service, and Secretarial Position

Job Description

The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services. The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.

This position provides primary administrative and vendor coordination to the Special Services division. This coordinator position handles all building and property oversight as well as a liaison between volunteer assets and command. This role also includes general receptionist duties, such as greeting visitors, answering phones, managing incoming calls, and maintaining a professional presence.

Essential Job Duties

• Provides the designated command officers with a broad spectrum of administrative support to include the liaison between command and volunteer personnel.
• Act as liaison between City's Building Maintenance division and vendors.
• Oversight of the Police Department Awards Committee.
• Schedule meetings, perform inventories, obtain requisitions, and monitor vendor access/work status
• Manage all invoices, and recordkeeping for the facility.
• Monitors and orders Police Department fuel.
• Receives, logs, and routes public records requests related to police matters to the appropriate division.
• Receives and distributes mail for the department.
• Greets visitors, monitor vendors, answers phones, and routes calls or inquiries appropriately.
• Executes special projects and events assigned.
• Assists with budget preparation and monitors expenditures as assigned.
• Receives and screens calls and refers callers to other departments as appropriate.
• Prepare administrative reports and any other necessary communications, as well as policies and procedures and updates
• Fosters positive employee relations and employee morale on a City-wide basis.
• Performs all functions and responsibilities according to the Palm Beach County Code of Ethics and Florida State Statutes 112.313.

Minimum Qualifications

Associates Degree from an accredited college or university with major study in Business Administration, Procurement, Public Administration, Finance, Accounting, Economics, Business Law, or a closely related field, with a minimum of five (5) years' verifiable work experience in advanced administrative support, budgeting and/or moderately complex accounting, work, contract administration, business administration, procurement or purchasing of goods and services, preferably in local government agency. Or a high school diploma or equivalent with seven (7) years' verifiable experience in advanced administrative support, budgeting and/or moderately complex accounting, contract administration, business administration, procurement or purchasing of goods and services, preferably in local government agency. Must have a State of Florida Notary Public or acquire one within one (1) year of employment. Must possess and maintain a valid Florida driver's license with a clean driving record and have no criminal history.

Supplemental Information

Ability to utilize personal computers and office software such as MS Word, Excel, Outlook. Ability to follow written and verbal directives. Skill at interpersonal relationships. Exhibits a strong focus on vendor and customer attentiveness. Performs superb typing, and word processing skills, with speed and accuracy. The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters.

A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications. Physical Demands/Work Environment: 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. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 50 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods of time. Work inside in an office environment.