Police Administrative Specialist I

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Purpose of Classification

The purpose of this classification is to perform diverse clerical duties in the Police Department including data-entry, customer relations, routine bookkeeping, program coordination, and administrative services work. Duties require a working knowledge of department operations and policies and procedures. Job duties may vary by incumbent and division assignment.

Essential Functions

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Performs general administrative duties; answers telephone lines and greets the general public; directs incoming calls to appropriate staff and takes messages; provides assistance to persons with inquiries, problems, or complaints which require a working knowledge of departmental policies and procedures. Prepares, reviews and enters timekeeping records for all divisions; verifies time records to ensure accuracy; monitors daily attendance; ensures appropriate back up has been submitted for vacations, leave of absences, training and court attendance; follows up with supervisors as needed. Contacts service providers, City residents, and the general public regarding department services and operations; researches current and historical records. Drafts correspondence, memos, standard reports and other documents for department staff. Receives, and reviews various administrative forms and documents such as time sheets, expense forms, personnel authorizations, purchase requisitions, training and certification records, and others to ensure completeness and accuracy. Prepares, processes, and maintains various records and forms including department attendance and payroll records, travel forms, training records, vehicle and property records, work orders and service requests. Compiles and gathers data for monthly and year-end reports, and department surveys. Performs data-entry work in establishing and maintaining budget records, balance sheets, cross-connection reports, and other financial documents using computer spreadsheet applications. Performs secretarial duties for department director or division commander; schedules and arranges meetings and appointments; maintains executive's appointment calendar; filters, forwards, prioritizes and responds to email as directed; drafts and types business correspondence; performs follow-up on and tracks status of the Police Chief's correspondence; organizes department meetings; makes travel arrangements; takes dictation and transcribes letters, minutes, and statements; answers and screens telephone calls; assists staff, visitors and others. Establishes and maintains customer account records, police records, court records, and others using computer database management applications; adds, deletes and changes account information; makes corrections and adjustments; prints and sorts account records; processes violation and hearing notices. Serves as liaison to other city employees, legal staff, advisory board members, court officials, businesses, state agencies, and the general public; interprets and explains department policies and procedures; assists in handling inquiries and responding to complaints. Serves as staff liaison in coordinating the delivery of City programs and services with other departments and courts; logs and processes related forms and records; coordinates changes in project schedules, priorities, and management directives; maintains department records and files. Compiles and gathers data and prepares narrative for monthly and year-end reports; forwards final reports to City officials and staff and to state agencies. Types various documents including correspondence, memos, bid specifications, certificates, work orders, applications, tables, lists, budgets, notices, affidavits, certifications, public records; researches, copies, collates, and sorts documents; faxes and mails documents. Orders supplies and materials for department operations; receives and checks incoming shipments for accuracy; maintains automated inventory records. Assists the Police Administrative Specialist II with the completion of routine tasks, research and with special projects as assigned. Establishes and maintains the department's central records and files which may include employee files, personnel records, accounting records, budgets, purchasing and payroll forms, contracts, legal documents, ordinances and resolutions, meeting minutes, policies and procedures, and others. Receives, prioritizes and distributes the department's mail. Orders office supplies, materials, uniforms and sale merchandise; checks shipments for accuracy and approves invoices for payment; maintains inventory records and files. Investigates/formulates forfeiture cases for court filing; serves as liaison to police officers concerning forfeitures. Reviews and determines submitted seizure cases meet forfeiture criteria and correct any procedural deficiencies. Responsible for the preparation of forfeiture related documents for the Police Department and the Office of the City Attorney. Coordinates request to initiate forfeiture proceeding with the Office of the City Attorney. Negotiates settlements with lienholders, attorneys, and the public. Establishes and implements policies, procedures, and programs relating to evidence, confiscated property, and storage/care of property, towing and vehicle storage. Responsible for maintaining and inputting forfeiture statistics into the agency's FCFA database. Ensures the agency's FCFA annual report is submitted to the Florida Department of Law Enforcement. Ensures the agency's Equitable Sharing Agreement and Certification (ESAC) annual report is submitted through Equitable Sharing Program. Maintains a record of all deposits and expenditures from the Federal Equitable Sharing Program. Directs and conducts periodic reviews of contractors of stored vehicles, vessels, and other property. Assists in and maintains a record log of Tow Contractor complaints. Performs continual review of towing franchise agreement. ADDITIONAL FUNCTIONS Provides back-up assistance to other staff as needed.

Minimum Qualifications

MINIMUM QUALIFICATIONS

• High school diploma or equivalent;
• Two (2) years previous experience that includes secretarial and office administration work.
• Must possess [or be able to obtain within fourteen (14) days of hire] and maintain a valid Florida driver's license.

• Experience working in a local government organization.

Supplemental Information

COMMUNICATION COMPETENCIES Effectively communicates with Supervisor, employees, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Accurately and expeditiously receives and delivers messages and information to the appropriate individuals. Ability to prepare accurate and thorough written records and reports. Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction. Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters. Ability to establish and maintain harmonious relationships with Supervisor, other employees, other departments, other governmental and regulatory agencies, and the general public as needed. KNOWLEDGE, SKILLS AND ABILITIES Working knowledge of the department operations and procedures. Knowledge of City policies and procedures. Working knowledge and demonstrated understanding of City contracts. Knowledge of City's time keeping and payroll process. Knowledge of governmental procurement policies, procedures, methods and legal requirements. Skilled in using computer application software. Skilled in performing comprehensive research, analyzing data, and preparing reports. Ability to present ideas and concepts in a clear and concise manner to diverse groups. Ability to comprehend, interpret, and apply regulations, procedures and related information. Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; and the ability to utilize principles of fractions. Ability to plan, organize and prioritize daily assignments and work activities. Demonstrates effective oral and written communication skills and conveys ideas and information in a clear and concise manner. Ability to understand and follow oral and written instructions and to complete assigned tasks as directed. Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters. Ability to establish and maintain harmonious working relationships with Supervisor, customers, other employees, other departments, other governmental and regulatory agencies, and the general public as needed. PHYSICAL AND SENSORY REQUIREMENTS / ENVIRONMENTAL FACTORS Physical Ability : 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 (10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Sensory Requirements : Some tasks require the ability to perceive and discriminate sounds, and visual cues or signals. Tasks require the ability to communicate orally. Environmental Factors : Essential functions are regularly performed without exposure to adverse environmental conditions. The City of Boynton Beach, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability. VETERANS' PREFERENCE Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City's hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City.