Public Safety Business Assistant III

City of Glendale • Glendale, CA

2d • Onsite

About The Position

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. Ensures Department services are provided with the highest level of customer service and ethical standards. Prepares, proofs, and distributes letters, emails, memos, reports, agendas, minutes, or other written materials. Establishes and maintains traditional and automated filing systems by preparing new file folders and sorting, filing, shelving, or storing materials. Checks accuracy and completeness of information being filed. Collects and inputs data and prepares statistical charts, graphs, organizational and workflow charts, procedural manuals, and reports using a variety of computer applications. Maintains purchasing records and invoices. Compiles and copies information using a copier, and distributes finished material by mail, e-mail, facsimile machine, or interoffice delivery. Determines appropriate form letters or notices to send in response to routine requests for information. Assembles and issues supplies, materials, books, or other literature in response to requisitions, orders, or requests. Interacts with the public or internal customers in person or over the telephone and directs them to the appropriate person or department, provides routine information, and/or records messages. Coordinates department response to public records requests and subpoenas. Prepares treasury receipts. May represent the Department on various departmental, City-wide, or community-based committees. Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports. Performs detailed special projects and research assignments. Collaborates with other departments in completing special projects and reports. Develops monitoring controls, regulations, reporting procedures and forms, and assists 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. Orders supplies as needed. Processes or reviews purchase order and requisition requests for the department and maintains purchasing records. Performs all accounts payable functions for the department to include invoices and procurement cards. Produces budget, spending, contract, and purchase order reports to staff. Assists new and promoted personnel with purchasing policies and procedures. Ensures spending limitations with vendors to maintain in alignment with the city’s purchasing policy. Assists in the preparation of grant applications. Performs all aspects of grant compliance including applying, reviewing, maintaining, and reporting. May drive on City business as necessary. Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner. Performs other related duties as assigned or as the situation requires. When assigned to the Fire Department, depending upon assignment, essential functions may include the following: Coordinates the administrative functions within all divisions of the Glendale Fire Department. Processes payroll for all Fire Department personnel and maintains employee attendance/payroll records. Processes purchase order and requisition requests for the department and maintains purchasing records. Performs all accounts payable functions for the department to include invoices and procurement cards. Produces budget, spending, contract, and purchase order reports to staff. Assists new and promoted personnel with purchasing policies and procedures. Ensures spending limitations with vendors to maintain in alignment with the city’s purchasing policy. Assembles and issues supplies, materials, books, or other literature in response to requisitions, orders or requests. Interacts with the public or internal customers in person or over the telephone and directs them to the appropriate person or department, provides routine information, and/or records messages. Coordinates department response to public records requests and subpoenas. Coordinates the administrative functions of the Emergency Medical Services (EMS) program in the absence of EMS administrative staff. Provides assistance to the members of the Command Staff as necessary. Processes payroll for all Fire Department personnel and maintains employee attendance/payroll records. When assigned to the Police Department, depending upon assignment, essential functions may include the following: Manages the Police Department's Alarm Desk program appeals and provides customer service to program participants. May assist with liaison functions between the Police Department and the Finance Department to assure purchasing, accounts payable and payroll functions run effectively. Manages all departmental contracts and purchase orders. Verifies invoices for payment, inclusive of the review and processing of medical bills associated with DUI grant, in custody prisoners, and pre-booking medical clearance. Monitor, review, and process TCDUI cost recovery and other billing functions. Coordinates with Department personnel operating specific grants, coordinates with grantors, and performs all grant-related administration including accounts receivable and reporting functions. May assist with coordinating all reservations and agreements for the use of the Police Community Room. Monitors and maintains department contracts. May assist in budget preparation and monitoring. May coordinate department response to public records requests and subpoenas.

Requirements

• Bachelor’s Degree with six years of clerical or operational support experience.
• Experience working in a public safety environment with knowledge in grant compliance (applying, reviewing, maintaining, & reporting) and finance.
• Experience with creating and analyzing expense and revenue reports.
• Valid California Class C driver's license.
• 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 oversite 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.
• 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.

Nice To Haves

• Master's Degree.

Responsibilities

• Ensures Department services are provided with the highest level of customer service and ethical standards.
• Prepares, proofs, and distributes letters, emails, memos, reports, agendas, minutes, or other written materials.
• Establishes and maintains traditional and automated filing systems by preparing new file folders and sorting, filing, shelving, or storing materials.
• Checks accuracy and completeness of information being filed.
• Collects and inputs data and prepares statistical charts, graphs, organizational and workflow charts, procedural manuals, and reports using a variety of computer applications.
• Maintains purchasing records and invoices.
• Compiles and copies information using a copier, and distributes finished material by mail, e-mail, facsimile machine, or interoffice delivery.
• Determines appropriate form letters or notices to send in response to routine requests for information.
• Assembles and issues supplies, materials, books, or other literature in response to requisitions, orders, or requests.
• Interacts with the public or internal customers in person or over the telephone and directs them to the appropriate person or department, provides routine information, and/or records messages.
• Coordinates department response to public records requests and subpoenas.
• Prepares treasury receipts.
• May represent the Department on various departmental, City-wide, or community-based committees.
• Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports.
• Performs detailed special projects and research assignments.
• Collaborates with other departments in completing special projects and reports.
• Develops monitoring controls, regulations, reporting procedures and forms, and assists 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.
• Orders supplies as needed.
• Processes or reviews purchase order and requisition requests for the department and maintains purchasing records.
• Performs all accounts payable functions for the department to include invoices and procurement cards.
• Produces budget, spending, contract, and purchase order reports to staff.
• Assists new and promoted personnel with purchasing policies and procedures.
• Ensures spending limitations with vendors to maintain in alignment with the city’s purchasing policy.
• Assists in the preparation of grant applications.
• Performs all aspects of grant compliance including applying, reviewing, maintaining, and reporting.
• May drive on City business as necessary.
• Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner.
• Performs other related duties as assigned or as the situation requires.
• When assigned to the Fire Department, depending upon assignment, essential functions may include the following: Coordinates the administrative functions within all divisions of the Glendale Fire Department.
• Processes payroll for all Fire Department personnel and maintains employee attendance/payroll records.
• Processes purchase order and requisition requests for the department and maintains purchasing records.
• Performs all accounts payable functions for the department to include invoices and procurement cards.
• Produces budget, spending, contract, and purchase order reports to staff.
• Assists new and promoted personnel with purchasing policies and procedures.
• Ensures spending limitations with vendors to maintain in alignment with the city’s purchasing policy.
• Assembles and issues supplies, materials, books, or other literature in response to requisitions, orders or requests.
• Interacts with the public or internal customers in person or over the telephone and directs them to the appropriate person or department, provides routine information, and/or records messages.
• Coordinates department response to public records requests and subpoenas.
• Coordinates the administrative functions of the Emergency Medical Services (EMS) program in the absence of EMS administrative staff.
• Provides assistance to the members of the Command Staff as necessary.
• Processes payroll for all Fire Department personnel and maintains employee attendance/payroll records.
• When assigned to the Police Department, depending upon assignment, essential functions may include the following: Manages the Police Department's Alarm Desk program appeals and provides customer service to program participants.
• May assist with liaison functions between the Police Department and the Finance Department to assure purchasing, accounts payable and payroll functions run effectively.
• Manages all departmental contracts and purchase orders.
• Verifies invoices for payment, inclusive of the review and processing of medical bills associated with DUI grant, in custody prisoners, and pre-booking medical clearance.
• Monitor, review, and process TCDUI cost recovery and other billing functions.
• Coordinates with Department personnel operating specific grants, coordinates with grantors, and performs all grant-related administration including accounts receivable and reporting functions.
• May assist with coordinating all reservations and agreements for the use of the Police Community Room.
• Monitors and maintains department contracts.
• May assist in budget preparation and monitoring.
• May coordinate department response to public records requests and subpoenas.

Benefits

• Six months probationary period
• Unless otherwise exempted, no employee of the Fire Department shall have any visible tattoos or other skin markings.
• The City of Glendale values quality customer service and takes pride in the exceptional service provided by every employee. As a part of the Glendale team, we are dedicated to delivering courteous, considerate, and personalized attention to our diverse community and to one another. Please click on the link to read the Exceptional Customer Service Policy .

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level