Administrative Assistant (Police Forfeiture Specialist)
About The Position
The Police Department is seeking an Administrative Assistant to perform a range of clerical, administrative, and secretarial duties. This role requires strong organizational and multitasking abilities, attention to detail, and excellent written and verbal communication skills. Proficiency in office productivity software, such as Microsoft 365, is essential, as the position may involve handling confidential information. The role is situated within the Police Department and involves administrative assignments related to the planning, organizing, coordinating, and processing of maintenance, storage, and disposition of property seized or confiscated by the Police Department, in accordance with the Florida Contraband Forfeiture Act. Responsibilities include determining the value of seized property, such as vehicles, and negotiating settlements with property owners. This job posting is open to both internal City employees and external applicants.
Requirements
- Successfully completed at least two (2) years of college coursework in business administration, public administration or a related field from an accredited college.
- One (1) year performing intermediate administrative work.
- Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field, may substitute on a year-for-year basis for the required experience or education.
- Process a valid drivers license.
- Successfully complete an in-depth employment background check, including a polygraph exam, will be conducted as part of the post offer onboarding process as this position is deemed security sensitive
- If claiming Veterans’ Preference, you must attach a copy of the DD214 Member 4 form (or other supporting claim documents) to your on-line application
Nice To Haves
- Two (2) years of related experience in a law office or law enforcement agency, involving tasks such as maintenance of, accountability for, detailed records, and/or property and equipment with extensive public contact.
- Three (3) years of customer experience.
Responsibilities
- Provides responsible and complex administrative and clerical duties in support of an assigned area of responsibility
- Processes and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft or verbal instruction; may independently compose correspondence related to assigned responsibilities
- Maintains a calendar of activities, meetings and various events; coordinates activities with other City departments, the public and outside agencies
- Screens office and telephone callers; provides front counter assistance, including accepting applications providing information, or accepting payments; respond to and resolve complaints and requests for information on policies, procedures, systems and precedents relating to assigned responsibilities
- Attends a variety of meetings; prepares and compiles agenda packets; takes and prepares minutes; transcription; disseminates information, as appropriate
- Maintains detailed and accurate records; provides, creates and submits reports as required
- May prepare and maintain payroll for assigned division
- Maintains department filing, records and rosters; develops, implements and modifies filing systems
- Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing
- Maintains inventory of supplies; obtains estimates for ordering purposes; orders supplies as needed; ensures compliance of policies and procedures
- Prepares a variety of documents for the purchase of supplies and equipment
- Catalogues personal property found in vehicles brought into the forfeiture lot
- Catalogues a variety of vehicles placed in forfeiture lot
- Performs basic maintenance on seized vehicles
- Operates a motor vehicle from the forfeiture lot for delivery to the owner
- Oversees and reviews services provided by contractors hired to maintain and store seized vessels, planes, vehicles and other property
- Determines value of seized vehicles and negotiating their return to rightful owners
- Proposes negotiated settlements with lien holders, attorneys, and the general public at the direction of and under the supervision of the Police Legal Advisor
- Maintains the accounting records system for the State Forfeiture Fund
- Identifies items that may be part of criminal activity and reports it to proper authorities
- Collects fees and deposits checks and money orders received from property owners; maintains accounts for monies received from the State, County and Local property seizures
- Prepares related paperwork, spreadsheets and required tracking of catalogued information
- May assist the Police Legal Advisor by investigating and formulating forfeiture cases for court filing
- Meets with representatives of the Procurement Department, Risk Management Division and others with an interest in confiscated property
- Performs related work as required
Benefits
- Salary is based on experience and/or qualifications, and is subject to negotiation
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
