Public Safety Business Assistant II

OPEN & PROMOTIONAL EXAMINATION - SIX MONTH PROBATIONARY PERIOD Under the direction of senior management, positions at this level perform data gathering and analysis, working independently on routine tasks and performing the more advanced functions of the series. Classifications in this series provide administrative and operational support for the Police and Fire Department and perform a wide range of duties involving customer service, data collection and entry, payroll/time and attendance, record keeping, word processing, filing and/or other regularly performed administrative tasks. ESSENTIAL FUNCTIONS All classifications may perform the following essential duties: Ensures Department services are provided with exceptional customer service and the highest level of ethical standards. Prepares, proofs, and distributes letters, emails, memos, reports, agendas, minutes, or other written materials. Establishes and maintains traditional and automated filing systems by preparing new file folders and sorting, filing, shelving, or storing materials. Checks accuracy and completeness of information being filed. Collects and inputs data and prepares statistical charts, graphs, organizational and workflow charts, procedural manuals, and reports using a variety of computer applications. Maintains purchasing records and invoices. Compiles and copies information using a copier, and distributes finished material by mail, e-mail, facsimile machine, or interoffice delivery. Determines appropriate form letters or notices to send in response to routine requests for information. Assembles and issues supplies, materials, books, or other literature in response to requisitions, orders, or requests. Interacts with the public or internal customers in person or over the telephone and directs them to the appropriate person or department, provides routine information, and/or records messages. Coordinates department response to public records requests and subpoenas. Prepares treasury receipts. May represent the Department on various departmental, City-wide, or community-based committees. May drive on City business as necessary. Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner. Performs other related duties as assigned or as the situation requires. When assigned to the Fire Department, depending upon assignment, essential functions may include the following: Coordinates administrative functions of the Emergency Medical Services (EMS) program in the absence of EMS administrative staff. Reviews, processes, scans, and maintains Patient Care Records (PCRs) and related documents; submits required data and billing records to County EMS agencies and third-party vendors. Compiles financial data, prepares reports, and researches and resolves patient billing issues. Assists paramedics with state and county licensing and certification requirements. Coordinates responses to subpoenas, attorney requests, and Public Records Act requests. Attends meetings, prepares meeting minutes, orders supplies, and provides administrative support to Command Staff. Coordinates administrative functions and maintains records for the Basic Life Support (BLS) Program, Fire Prevention Bureau (FPB), and related environmental and fire prevention programs. Maintains records and provides administrative support for permits, agreements, facility reservations, supplies, and operational activities. Maintains staffing, scheduling, timekeeping, personnel, training, certification, and emergency contact records. Maintains Glendale Medic Program records and databases and prepares new-hire packets and processes employee separations. Prepares monthly wait-time, statistical, operational, and administrative reports. Provides fiscal and accounting support, including processing invoices, purchase orders, deposits, accounts receivable, procurement card statements, and contract documentation. Monitors delinquent accounts and coordinates collection activities with internal staff and external agencies. Prepares billing and reimbursement requests for grants, special events, and donations and maintains related financial records. Assists with marketing and promoting the Glendale Medic Program, as needed. Attends required training and meetings and performs other related duties and special assignments as assigned. When assigned to the Police Department, depending upon assignment, essential functions may include the following: Processes payroll entries and adjustments for all Police Department personnel; verifies accuracy of all entries. Coordinates the Police Department’s Alarm Desk program and provides customer service to program participants. Prepares monthly statistical reports related to the Alarm Desk Program. Monitors past due accounts and mails out delinquency notices. Forwards delinquent accounts to third party collection agencies as necessary. Prepares and monitors purchase orders, requisitions, and requests for demand. Pays invoices and monitors and maintains contracts. Collects, processes, and reconciles all procurement card statements. Prepares billing/reimbursement requests for grants and special event activities; coordinates with Department personnel operating specific grants, coordinates with grantors, and performs all grant-related accounts receivable functions. Prepares deposits of payments/reimbursements for grants, alarm desk fees, permits, and donations received via check and/or wire. Coordinates all reservations and agreements for the use of the Police Community Room. Orders supplies as needed. Maintains internal database of employee assignments, specialized training, and emergency contact information. Creates, updates, and maintains the Departments time keeping system. Acts as the assistant to the Cadet program coordinator. Processes all employee separations and equipment checklist paperwork. Prepares hiring, promotional and retirement documents. Organizes and plans events and ceremonies Orders, assigns, and issues equipment. Processes and manages CCW applications and renewals. Processes and reconciles monthly procurement card statements. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying. Experience and Education Associate Degree with four years of clerical or operational support experience or six years of office experience and enrollment in a college in pursuit of an Associate or higher degree. Experience working in a public safety environment is highly desirable. License(s) / Certification(s) Valid California Class C driver's license. Knowledge, Skills & Abilities Knowledge of: (All positions) Exceptional customer service practices. Applicable HIPPA regulations. Automated time and attendance software. Basic mathematical operations such as addition, subtraction, multiplication, and division. Department policies, rules, regulations, and responsibilities. Grant contract administration and reporting requirements. Microsoft Office software programs, including Word, Outlook, and Excel. Modern office practices, procedures, and equipment. Public Records Act. Records retention practices and regulations. Skill in: Providing exceptional customer service to internal and external customers. Applying common sense and logic in decision-making. Ability to: Provide exceptional customer service to all employees and vendors. Analyze and reconcile records. Communicate effectively in English, both orally and in writing. Detect recording errors quickly and efficiently. Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period. Establish and maintain smooth working relationships, resolve inter‑personal conflicts, and tactfully deal with all levels of employees and the public. Foster a teamwork environment. Handle confidential information with discretion. Maintain automated purchasing and payroll records. Model and practice the highest standards of ethical conduct. Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software. Read, write, and comprehend directions in English. Word process general correspondence and reports using a personal computer and word processing software applications. Other Characteristics Willingness to: Work necessary hours and times to accomplish goals, objectives and required tasks in a timely manner. Assume responsibility for maintaining a safe working environment. Special Conditions TATTOO POLICY – Unless otherwise exempted, no employee of the Glendale Police or Fire Department shall have any visible tattoos or other skin markings. Promotional Eligibility Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment, and is occupying a permanent full-time classification. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E). Exceptional Customer Service Policy The City of Glendale values quality customer service and takes pride in the exceptional service provided by every employee. As a part of the Glendale team, we are dedicated to delivering courteous, considerate, and personalized attention to our diverse community and to one another. EVALUATION OF APPLICATION Submitted application will be reviewed to ensure applicants meet the minimum requirements. Only the best-qualified candidates based on applicable experience will be invited to the selection process. ORAL INTERVIEW (Weight of 100%) To evaluate the applicant's experience, education, and general background for the position. Candidates must achieve a minimum score of 70.00% on all exam components in order to be placed on the eligible list. TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Evaluations will be based on the candidate's education and experience relevant to the position. Examinations will assess evaluate the candidate's education, experience, knowledge and skills related to the job. The City of Glendale reserves the right to modify the examination components or their weighting. If changes are necessary, candidates will be informed of the specific examination components and their weight before the examination is administered. The selected candidate will undergo a background check, including Livescan fingerprinting. The City of Glendale complies with state and federal obligations to provide reasonable accommodations for applicants and employees with disabilities. Applicants with special needs are encouraged to inform the Human Resources Department at least five days before the first examination to ensure reasonable accommodations can be arranged. The provisions of this bulletin do not constitute an express or implied contract. #J-18808-Ljbffr City of Glendale (CA)