Administrative Assistant II - Support Services

Support Services•Gainesville, FL

1d•Onsite

About The Position

Responsible for assisting with coordination, management and administrative activities associated with the University of Florida Police Department Support Services Bureau which includes the Community Services Division and the Training Division. Examples of work performed include responding to inquiries, maintaining calendars and schedules, coordinating programs, composing reports, newsletters, and identifying division supply needs; coordinating calendars and schedules; monitoring incoming mail; printing and/or submitting fingerprint background checks; and keeping appropriate files/records. This position is designated as an Essential Employee. Essential employees provide vital support to the UF and are subject to recall to work when deemed necessary by the Chief of Police/designee. Recall to work typically happens due to an emergency, disaster or special event that may coincide with the official suspension of classes and/or closing of offices. Assist with coordinating the design and publication of the UFPD website, social media posts, and other public relations campaigns, including print and video media; coordinate the design and publication of various division and departmental forms; produce, draft, or compose correspondence, memoranda, and programs proposals; coordinate data entry/retrieval relation to division programs, statistics, including the generation of monthly activity reports; perform related work as required. Coordinate the procurement and issuance of uniform/ equipment to all uniformed members of the department; liaison with uniform/equipment vendors; coordinate equipment return, exchange and replacement; keep appropriate files/records. Plan, coordinate, and market activities associated with police-sponsored ceremonies and functions such as the Awards Ceremony and holiday luncheon; design, compose, and send/print/post letters of invitation and/or appreciation, programs, certificates, publications, narratives, newsletters, and notifications; keep appropriate files/records. Coordinate the completion of personal/confidential correspondence, reports and memoranda for Support Services personnel. Attend staff meetings as requested; assist in developing administrative office procedures and policies; issue appropriate office memos. Compose and type letters to other universities, companies and police agencies requesting information, brochures, etc. on various programs and activities; keep appropriate files/records.

Requirements

High school diploma or equivalent
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 of the methods of data collection
Knowledge of basic arithmetic
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 communicate effectively verbally and in writing
Ability to establish and maintain effective working relationships with others

Responsibilities

Responding to inquiries
Maintaining calendars and schedules
Coordinating programs
Composing reports and newsletters
Identifying division supply needs
Monitoring incoming mail
Printing and/or submitting fingerprint background checks
Keeping appropriate files/records
Coordinating the design and publication of the UFPD website, social media posts, and other public relations campaigns
Coordinating the design and publication of various division and departmental forms
Producing, drafting, or composing correspondence, memoranda, and programs proposals
Coordinating data entry/retrieval related to division programs and statistics
Generating monthly activity reports
Coordinating the procurement and issuance of uniform/equipment
Liaising with uniform/equipment vendors
Coordinating equipment return, exchange, and replacement
Planning, coordinating, and marketing activities for police-sponsored ceremonies and functions
Designing, composing, and sending/printing/posting invitations, programs, certificates, publications, narratives, newsletters, and notifications
Coordinating the completion of personal/confidential correspondence, reports, and memoranda for Support Services personnel
Attending staff meetings
Assisting in developing administrative office procedures and policies
Issuing appropriate office memos
Composing and typing letters to other universities, companies, and police agencies requesting information, brochures, etc. on various programs and activities