Administrative Specialist

Public Safety Department Administrative Support

Performs a responsible administrative and program support responsibilities for the Public Safety Department. An employee in this class performs a wide variety of administrative and administrative support functions while being people facing, in support of the public safety operations for the Village. Work includes tracking budget balances for the department, ordering supplies, tracking citations and tickets and issuing letters for non-payment, issuing various permits, providing copies of public safety reports to the public, and related activities. Work requires knowledge of all Village operations and administrative duties require tact and attention to detail and schedules. Work is performed under regular supervision and is evaluated through monitoring, observation, conferences, and feedback from citizens and staff.

Provides customer service; answers all incoming calls, handles information requests via telephone or personal contact; selects appropriate materials to answer questions or refers to appropriate personnel or other departments or agencies on the Island. Utilize financing software to generate purchase orders and create invoices. Maintains annual registrations of all electronic and motorized vehicles; issues registration stickers and permits, prepares and submits invoices for registration permits. May register contractors including obtaining insurance, state registration, and establishing and maintaining records. Coordinates the rental of wheelchairs and Issues bonfire permits. Places orders for general office and other supplies; processes invoices for the department; tracks the departmental budget online. Interprets detailed rules and regulations, policies and procedures; explains policies and procedures to the public and visitors. Assists the Director with any special projects and events such as road races, flu shots, public safety day. Makes ferry reservations as needed. Manages the Knox box directory and other community risk reduction initiatives.

Additional Job Duties Performs related duties as required. Thorough knowledge of department's functions and services. Considerable knowledge and ability to use official business practices and office technology. Considerable knowledge of working with data, figures, rates, and mathematics. Considerable knowledge of the Public Safety operations and related policies, procedures, and regulations. Skill in collaborative conflict resolution and customer service excellence. Ability to communicate effectively and to conduct the department's business in person and by telephone. Ability to gather and provide information and instructions based on policy and procedures knowledge. Ability to use a wide variety of other computer technology, including the Internet, to generate work for the office assigned. Ability to compile information based on general instructions. Ability to establish and maintain records, reports, and files in an organized manner. Ability to establish and maintain effective working relationships with supervisor, employees, and the general public. Ability to plan and organize work, set and follow effective work priorities and meet established deadlines.

Physical Requirements Must be able to physically perform the basic life operational functions of stooping, kneeling, reaching, standing, walking, lifting, fingering, grasping, talking, hearing, and repetitive motions. Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to move objects. Must possess the visual acuity to prepare and analyze data and figures, to operate a computer, to take and transcribe minutes, and to determine the accuracy, neatness, and thoroughness of the work assigned.

Desirable Education and Experience Graduation from high school and considerable administrative support experience requiring strong public contact skills and knowledge of office technology; or an equivalent combination of education and experience.