Administrative Assistant II - Training

Training•Gainesville, FL

5d•$25

About The Position

Coordinate the procurement and issuance of uniform/ equipment to all uniformed members of the department; Maintain department-personalized website, access to websites, product specifications, and standards for all uniforms/ equipment issued through the Training Division; Assist in the preparation of the police uniform bid process; maintain cost estimators annually and work with vendors to match price points or update uniform/duty items based on cost and newest version/ industry standards; Maintain liaison with uniform/equipment vendors; coordinate equipment return, exchange and replacement; research prices on various uniform/ equipment options while being fiscally attentive to the department budget as a whole; Issue uniforms/equipment to new & existing uniformed employees Maintain appropriate inventory and fitters of select uniform items /equipment Ensure serial numbers are marked on all applicable inventory and assigned to the correct employee Process employee purchase requests for new/replacement uniforms, duty equipment, and ballistics for Law Enforcement/ Co-Counselors Coordinate inventory and assist with purchase of ammunition and targets for firearms training Process personnel equipment returns; schedule & complete Separation & Clearance Maintain database of all in-stock/ issued inventory Responsible for coordinating and managing the administrative activities associated with the Training Division, which consists of a law enforcement Lieutenant, a law enforcement sergeant, and a Field Training Officer. Incumbent must develop and maintain a strong working knowledge of Criminal Justice instructors for various standards (CJSTC/ FDLE), rules, and regulations to police officer training certification and training. Assist with coordinating of in-service training, creation of rosters and schedule for courses, proctors or monitors training completions in absence of instructor or divisional supervisor. Coordinate classroom reservations for Training Classrooms, promote/ advertise department-hosted training courses, and inquire about hosting new training courses on behalf of the Training Division/ department. Assist with scheduling employees for training courses and activities, coordinates with other supervisors for orientation of new employees, and accommodates for completing initial mandatory new hire training requirements. Process employee requests for training courses and authorization forms; corresponds with local colleges to reserve range or classroom for department trainings/ seats for individual officers to attend courses. Develop and disperse training announcements; communicate with employees regarding training cancellations & schedule changes. Maintain department personnel training files; seek divisional intern assistance as needed. Maintain database(s) of all employees training activities (Includes RMS/ , including Field Training Officer (FTO) & Probationary information. Prepare annual report of law enforcement officer and Instructor mandatory retraining for month; maintain semi-annual and annual reports of training activity (as needed or directed by Training Sworn Staff).Support accreditation-related administrative functions by organizing and maintaining documentation/proofs, maintaining standardized electronic files, and serving as an administrative point of contact for routine accreditation documentation requests in coordination with Training Division leadership. Prepare or complete quarterly reports, interoffice correspondence, and memorandum updates (as needed) for the Training Commander, process all Training Division mail, assign to appropriate staff, prepare/ process other items for division or Training Commander. Follow up on routine administrative items to support Training Division operations. Take minutes for training and other committee meetings as assigned. Keep appropriate file/ records of notes and rosters, including monitoring assigned PCard payments and expense reports. Compose letters/ draft email correspondence to other law enforcement agencies, training organizations, equipment vendors, and retired employees as needed in the performance of related duties. Keep appropriate file/ records. Assist with the preparation of facilities needed to maintain clean space for training courses. Keep appropriate calendar of events and associated facilities for training classes. Attend staff meetings as required, assist in developing administrative office procedures and policies, issue appropriate memos. Maintain appropriate level of office equipment/supplies.

Requirements

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience

Nice To Haves

Knowledge of office procedures and practices
Knowledge of the principles and techniques of effective verbal and written communications
Knowledge and application of the methods of data collection and appropriateness of use
Knowledge of personal computer word processing and programs, spreadsheets and database management
Ability to compile and analyze data for administrative decisions
Ability to organize and maintain records management systems
Ability to understand and apply applicable rules, regulations, policies and procedures
Ability to deal with the public in a tactful and courteous manner
Ability to perform basic arithmetical calculations
Ability to work independently
Ability to utilize problem-solving techniques
Ability to plan, organize and coordinate work assignments
Ability to interpret policies and procedures
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective working relationships with others

Responsibilities

Coordinate the procurement and issuance of uniform/ equipment to all uniformed members of the department
Maintain department-personalized website, access to websites, product specifications, and standards for all uniforms/ equipment issued through the Training Division
Assist in the preparation of the police uniform bid process
Maintain cost estimators annually and work with vendors to match price points or update uniform/duty items based on cost and newest version/ industry standards
Maintain liaison with uniform/equipment vendors
Coordinate equipment return, exchange and replacement
Research prices on various uniform/ equipment options while being fiscally attentive to the department budget as a whole
Issue uniforms/equipment to new & existing uniformed employees
Maintain appropriate inventory and fitters of select uniform items /equipment
Ensure serial numbers are marked on all applicable inventory and assigned to the correct employee
Process employee purchase requests for new/replacement uniforms, duty equipment, and ballistics for Law Enforcement/ Co-Counselors
Coordinate inventory and assist with purchase of ammunition and targets for firearms training
Process personnel equipment returns; schedule & complete Separation & Clearance
Maintain database of all in-stock/ issued inventory
Responsible for coordinating and managing the administrative activities associated with the Training Division, which consists of a law enforcement Lieutenant, a law enforcement sergeant, and a Field Training Officer.
Incumbent must develop and maintain a strong working knowledge of Criminal Justice instructors for various standards (CJSTC/ FDLE), rules, and regulations to police officer training certification and training
Assist with coordinating of in-service training, creation of rosters and schedule for courses, proctors or monitors training completions in absence of instructor or divisional supervisor
Coordinate classroom reservations for Training Classrooms, promote/ advertise department-hosted training courses, and inquire about hosting new training courses on behalf of the Training Division/ department
Assist with scheduling employees for training courses and activities, coordinates with other supervisors for orientation of new employees, and accommodates for completing initial mandatory new hire training requirements
Process employee requests for training courses and authorization forms; corresponds with local colleges to reserve range or classroom for department trainings/ seats for individual officers to attend courses
Develop and disperse training announcements; communicate with employees regarding training cancellations & schedule changes
Maintain department personnel training files; seek divisional intern assistance as needed
Maintain database(s) of all employees training activities (Includes RMS/ , including Field Training Officer (FTO) & Probationary information
Prepare annual report of law enforcement officer and Instructor mandatory retraining for month; maintain semi-annual and annual reports of training activity (as needed or directed by Training Sworn Staff)
Support accreditation-related administrative functions by organizing and maintaining documentation/proofs, maintaining standardized electronic files, and serving as an administrative point of contact for routine accreditation documentation requests in coordination with Training Division leadership
Prepare or complete quarterly reports, interoffice correspondence, and memorandum updates (as needed) for the Training Commander, process all Training Division mail, assign to appropriate staff, prepare/ process other items for division or Training Commander
Follow up on routine administrative items to support Training Division operations
Take minutes for training and other committee meetings as assigned
Keep appropriate file/ records of notes and rosters, including monitoring assigned PCard payments and expense reports
Compose letters/ draft email correspondence to other law enforcement agencies, training organizations, equipment vendors, and retired employees as needed in the performance of related duties
Keep appropriate file/ records
Assist with the preparation of facilities needed to maintain clean space for training courses
Keep appropriate calendar of events and associated facilities for training classes
Attend staff meetings as required, assist in developing administrative office procedures and policies, issue appropriate memos
Maintain appropriate level of office equipment/supplies