Public Safety Business Assistant III

Open & Promotional Examination - Six Months Probationary Period

The current vacancies are in Glendale Fire Department and Glendale Police Department. Under general supervision, this classification performs advanced level duties for the Glendale Fire Department or Glendale Police Department pertaining to the budget in regard to processing payroll, accounts payable, purchase orders and requisitions, working independently on routine tasks and performing the more advanced functions of the series.

Essential functions include:

• Ensuring department services are provided with the highest level of customer service and ethical standards.
• Preparing, proofing, and distributing letters, emails, memos, reports, agendas, minutes, or other written materials.
• Establishing and maintaining traditional and automated filing systems by preparing new file folders and sorting, filing, shelving, or storing materials. Checking accuracy and completeness of information being filed.
• Collecting and inputting data and preparing statistical charts, graphs, organizational and workflow charts, procedural manuals, and reports using a variety of computer applications.
• Maintaining purchasing records and invoices.
• Compiling and copying information using a copier, and distributing finished material by mail, e-mail, facsimile machine, or interoffice delivery.
• Determining appropriate form letters or notices to send in response to routine requests for information.
• Assembling and issuing supplies, materials, books, or other literature in response to requisitions, orders, or requests.
• Interacting with the public or internal customers in person or over the telephone and directing them to the appropriate person or department, providing routine information, and/or recording messages.
• Coordinating department response to public records requests and subpoenas.
• Preparing treasury receipts.
• May represent the Department on various departmental, City-wide, or community-based committees.
• Researching and assembling information from a variety of sources for the completion of specialized forms and preparation of reports.
• Performing detailed special projects and research assignments.
• Collaborating with other departments in completing special projects and reports.
• Developing monitoring controls, regulations, reporting procedures and forms, and assisting in review of existing regulations and procedures.
• May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.
• Ordering supplies as needed.
• Processing or reviewing purchase order and requisition requests for the department and maintaining purchasing records.
• Performing all accounts payable functions for the department to include invoices and procurement cards.
• Producing budget, spending, contract, and purchase order reports to staff.
• Assisting new and promoted personnel with purchasing policies and procedures.
• Ensuring spending limitations with vendors to maintain in alignment with the city's purchasing policy.
• Assisting in the preparation of grant applications.
• Performing all aspects of grant compliance including applying, reviewing, maintaining, and reporting.
• May drive on City business as necessary.
• Assuring the duties of this position are performed in a safe, efficient manner.
• Performing other related duties as assigned or as the situation requires.

When assigned to the Fire Department, depending upon assignment, essential functions may include:

• Coordinating the administrative functions within all divisions of the Glendale Fire Department.
• Processing payroll for all Fire Department personnel and maintaining employee attendance/payroll records.
• Processing purchase order and requisition requests for the department and maintaining purchasing records.
• Performing all accounts payable functions for the department to include invoices and procurement cards.
• Producing budget, spending, contract, and purchase order reports to staff.
• Assisting new and promoted personnel with purchasing policies and procedures.
• Ensuring spending limitations with vendors to maintain in alignment with the city's purchasing policy.
• Assembling and issuing supplies, materials, books, or other literature in response to requisitions, orders or requests.
• Interacting with the public or internal customers in person or over the telephone and directing them to the appropriate person or department, providing routine information, and/or recording messages.
• Coordinating department response to public records requests and subpoenas.
• Coordinating the administrative functions of the Emergency Medical Services (EMS) program in the absence of EMS administrative staff.
• Providing assistance to the members of the Command Staff as necessary.
• Processing payroll for all Fire Department personnel and maintaining employee attendance/payroll records.

When assigned to the Police Department, depending upon assignment, essential functions may include:

• Managing the Police Department's Alarm Desk program appeals and providing customer service to program participants.
• Assisting with liaison functions between the Police Department and the Finance Department to assure purchasing, accounts payable and payroll functions run effectively.
• Managing all departmental contracts and purchase orders.
• Verifying invoices for payment, inclusive of the review and processing of medical bills associated with DUI grant, in custody prisoners, and pre-booking medical clearance.
• Monitoring, reviewing, and processing TCDUI cost recovery and other billing functions.
• Coordinating with Department personnel operating specific grants, coordinating with grantors, and performing all grant-related administration including accounts receivable and reporting functions.
• Assisting with coordinating all reservations and agreements for the use of the Police Community Room.
• Monitoring and maintaining department contracts.
• Assisting in budget preparation and monitoring.
• Coordinating department response to public records requests and subpoenas.

An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.

Bachelor's Degree with six years of clerical or operational support experience.

Highly desirables:

• Experience working in a public safety environment with knowledge in grant compliance (applying, reviewing, maintaining, and reporting) and finance.
• Experience with creating and analyzing expense and revenue reports.
• Master's Degree.

Valid California Class C driver's license.

Special Conditions:

• TATTOO POLICY - Unless otherwise exempted, no employee of the Fire Department shall have any visible tattoos or other skin markings.

Knowledge, Skills & Abilities:

• Knowledge of:
• 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.
• Enterprise Resource Planning (ERP) system such as Munis.
• Grant writing, compliance, and management.
• Microsoft Office software programs, including Word, Outlook, and Excel.
• Modern office practices, procedures, and equipment.
• Public Records Act.
• Records retention practices and regulations.
• Telestaff Kronos.
• 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.
• Maintain accurate oversight and reporting of grants.
• 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:
• Assume responsibility for maintaining a safe working environment.
• Work necessary hours and times to accomplish goals, objectives and required tasks in a timely manner.

Promotional Eligibility: Any City of Glendale employee who