Administrative Assistant I - Office of Professional Standards

University of Florida•Gainesville, FL

About The Position

This position is within the Office of Professional Standards and is responsible for policy management, accreditation preparation and maintenance, and coordinating with other departments, divisions, and agencies. The role involves reviewing and updating policies, assisting with the creation of new policies and forms, and ensuring compliance with accreditation standards. The Administrative Assistant will also serve as a subject matter expert for accreditation, draft related policies, and collect necessary documentation. Additionally, the position requires coordination with other entities to ensure policies do not negatively impact accreditation practices and to share relevant information. Other duties include participating in compliance organizations, working on special projects, and performing other assigned tasks.

Requirements

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Nice To Haves

Excellent written and oral communications skills.
Excellent computer skills including word processing, spreadsheet application and the ability to understand and apply principles of management for creating and maintaining efficiency and effectiveness in database information system.
Knowledge of law enforcement principles and techniques.
Knowledge of criminal justice system.
Knowledge of arrest procedures.
Knowledge of labor relations and disciplinary procedures.
Knowledge of Florida and Federal Public Record Laws.
Knowledge of statutes related to Police Records retention and destruction.
Ability to understand and apply laws, rules, regulations, policies, and procedures.
Ability to plan, organize and coordinate work assignments.

Responsibilities

Continuously review policies with appropriate subject matter experts to ensure existing policies remain current.
Research and assist with the creation of new policies as required.
Create, modify, and maintain department forms.
Assist with research for and formatting of SOP(s).
Maintain PowerDMS assignments, documents, and signatures.
Apprise leadership and make appropriate institutional policy changes/recommendations as laws, policy guidance or accreditation standards change.
Ensure that all necessary UFPD personnel have a proper understanding of requirements for compliance and timely submission of compliance materials.
Ensure that the agency is compliant and ready for all accreditation processes, including reviewing online collection of signatures related to policies.
Serve as agency’s subject matter expert for accreditation compliance.
Draft policies, procedures, and guidance related to accreditation compliance.
Collect memos, reports, analyses, and policies as they relate to the accreditation process and other pertinent public safety operations.
Ensure that there is a system in place to keep the required reports, analyses, and functions completed on time.
Assist in agency re-accreditation events.
Work with other divisions to ensure that internal SOPs, documents, policy changes, and procedures do not have a detrimental effect on agency accreditation practices.
Share policies and documents with other agencies and UF Departments, within the confines of state law.
Request policies from other agencies on behalf of divisions when needed.
Participate in relevant accreditation or compliance organizations, including attending meetings and conferences, participating in work groups, or performing other related activities.
Work on special projects as assigned by command staff.
All other duties as assigned.