VIPS Coordinator

Clay County Sheriff's Office•Green Cove Springs, FL

4d•Onsite

About The Position

This role provides essential administrative and clerical support to ensure smooth daily operations within the department. It includes managing documents, correspondence, scheduling, office supplies, and routine communication with staff, volunteers, and visitors. The position also supports volunteer program coordination by assisting with applications, onboarding, scheduling, events, and record maintenance. Additional responsibilities include supporting and attending community outreach efforts for the Explorer and PAL programs, preparing basic reports, and helping maintain accurate program information. The role contributes to overall agency effectiveness by performing duties with professionalism, organization, and timely follow-through.

Requirements

High school diploma or its equivalent required.
One (1) year of coordinative or administrative support work experience required.
Obtain Notary Public Certification within 6 months of hire required.
Accurately type 25 WPM
Proficient in Microsoft office products
Speak and understand the English language
Internal candidates must have successfully completed their probationary period
Internal candidates with punitive disciplinary action within 365 days are ineligible
Internal candidates must have completed applicable CCSO FTEP requirements
Driver's License
Birth Certificate
Social Security Card
Form DD214 for all periods served in the military
GED or High School Diploma and Sealed Transcripts from the highest level of education
FDLE Authority for Release (notarized)

Responsibilities

Assist with coordinating all aspects of the VIPS, PAL and Explorer programs, including recruitment strategies, onboarding, and ongoing program operations.
Manage the volunteer application and selection process, including outreach, application review, fingerprinting, background checks, and record retention, in collaboration with the background investigations unit and Human Resources.
Conduct volunteer orientation sessions and assist in planning, coordinating, and delivering required training.
Maintain volunteer files, training records, manuals, and related documentation to ensure accuracy and compliance with agency and legal requirements.
Coordinate volunteer schedules, assignments, and resources across agency operations and county entities, ensuring effective coverage and resolving scheduling conflicts.
Review, document, and report volunteer-related incidents, grievances, or concerns in accordance with policy.
Issue and track badges, uniforms, equipment, and supplies for VIP Sand Explorers; support PAL uniform and equipment coordination as needed.
Support and maintain partnerships with community groups, internal divisions, and external organizations to advance VIPS, PAL, and Explorer program goals.
Represent the agency at community events, meetings, boards, and committees; lead volunteer-related community engagement activities.
Gather, compile, and prepare information for required monthly and annual reports, including contributions from SSYS staff and fundraising efforts.
Track program expenditures in collaboration with the PAL and Explorer Coordinators and assist with required reporting to external groups.
Draft, proofread, edit, and format correspondence, memoranda, forms, grant proposals, and related program documentation.
Prepare, update, and distribute manuals, handbooks, flyers, registration materials, and other documents to ensure accuracy and compliance.
Review reports, files, and documents for completeness and accuracy and ensure discrepancies are corrected.
Record, track, and follow up on required correspondence, responses, and document submissions.
Retrieve, store, and disseminate documents in accordance with agency policies and confidentiality standards.
Provide accurate information and professional assistance to the public and agency personnel without disclosing confidential information.
Schedule appointments, interviews, meetings, and manage the calendar for the direct supervisor as assigned.
Coordinate logistics for department events, including locations, notifications, materials, and required support.
Participate in committees, boards, and compliance activities, including those related to VIPS, Explorers, and PAL.
Report maintenance, safety, and compliance issues to appropriate personnel in a timely manner.
Operate basic office equipment and perform minor permitted repairs.
Maintain regular communication by checking mailbox, email, phone messages, texts, and PowerDMS and responding promptly.
Adhere to attendance, punctuality, and leave procedures, completing timesheets and required reports on time.
Participate in cross-training and assist coworkers as needed.
Cultivate positive working relationships and demonstrate cultural awareness, professionalism, and ethical conduct in all interactions.
Keep the chain of command informed of noteworthy issues and respond appropriately to supervisory guidance.
Prepare and distribute meeting minutes as required.
Complete assigned special projects and program-related tasks within agency timelines.
Perform other duties as assigned.