Senior Office Assistant (Community Services Component)

City of Coral Springs, FL•Coral Springs, FL

28d

About The Position

Under general supervision, the purpose of the position is to provide highly responsible, complex administrative support to the assigned department or assigned supervisor. Employees in this classification function at journey level and are accountable for the accuracy of both routine and non-routine administrative support duties performed and analyzing administrative problems and recommending solutions as dictated by the nature of department. Position performs essential duties for a large operating unit, a specialized unit, or as primary administrative support for an organization official. Position is distinguished from that of the Principal Office Assistant by the high degree of accountability of the work, greater latitude in exercise of independent judgment concerning assigned duties, and the ability to function with a higher degree of independence.

Requirements

High School Diploma or GED.
Four (4) to five (5) years of responsible experience and/or training in administrative/secretarial support functions; or an equivalent combination of education, training, and experience.

Responsibilities

Serves as the assistant to the Law Enforcement Major of the Community Services Component; and provides administrative support to 2 Captains, 2 Youth Liaison Sergeants, 1 Community Involvement Sergeant and 1 Training Sergeant.
Performs administrative oversight and scheduling of in-service program and quarterly weapons qualifications.
Coordinates the Citizen's Police Academy to include coordinating class schedule and instructors, processing of applicants, and attending the classes to assist where needed
Maintains officer's training and firearms records with the Florida Department of Law Enforcement to ensure officer law enforcement certification compliance.
Coordinates all officer training and maintains training files of all department members (300+ members).
Serves as the initial point of contact for school-related inquiries and concerns.
Coordinates all AP/AR related to school board contract, City Range usage, and crossing guards.
Coordinates the registration of department members' training and class requests.
Provides administrative support in processing vehicle forfeitures.
Completes invoicing for youth liaison unit as well as training.
Facilitate school and travel requests for training.
Complete background checks for LEOSA, Citizens Police Academy, and Explorers programs, which include billing if required.
Schedule and coordinate orientation for new Law Enforcement Officers.
Organize additional classes and materials for SAFE, RAD, Safety Town, Teen Safe Driving program, and GRADE.
Facilitate needs for Emergency Management regarding record keeping, purchase requests, and certifications.
Manage forfeiture proceedings to include collecting all documentation, evaluation of property, and coordinating with city attorney and officers to ensure success.
Distribute unit mail to the appropriate team member.
Receives and reviews various reports, plans, and applications for the purpose of verifying accuracy, and ensures necessary copies of pertinent documents are made and distributed appropriately, including statistical data, licenses, invoices, and purchase orders.
Completes and processes various forms required of assigned department, including personnel forms, invoices, work orders, purchase orders.
Coordinates logistics and travel arrangements for conferences, meetings and seminars, including location reservations, time, and directions; assembly subject matter; travel reservations.
Assists in the departmental preparation of operating budget; requests documents; reviews budget documentation to ensure compliance with pre-established guidelines and requirements.
Provide training certifications or training experience to employees upon request.