WORK OBJECTIVE

The position performs a variety of extremely confidential and complex administrative, clerical and support responsibilities for the Police Department. The nature of the work involves important and complicated work tasks that require attention to detail, the ability to proofread and check work upon completion, the exercise of mature judgment, and the ability to work directly with the public. The position is under the general supervision of the Police Chief and is responsible for ensuring for the smooth operation of the Administrative Branch of the Department, including providing support to the Chief of Police, Senior Staff, and at times to Police Personnel.

ESSENTIAL FUNCTIONS

• Facilitates the day-to-day activities of the Police Department?s Administrative Office, with frequent interaction with all City organizational levels, the public, other law enforcement agencies, vendors and others both in person and via the phone.
• Coordinates information flow for the Police Chief and Senior Staff including taking and responding to phone calls, reviewing and responding to incoming mail and email, and referring to appropriate parties for response or action when needed.
• Serves as a liaison between the Police Chief and Department staff.

• Prioritizes, organizes, and delegates a variety of administrative tasks; municipal procedures, practices and policies; and general office procedures including maintaining complex and confidential records and files, collecting and distributing mail for the Department, providing information on Departmental policies and procedures to the public, coding and processing invoices, purchasing office and operating supplies, and making travel arrangements for Department staff.

• Drafts various letters to internal and external contacts including Department and city staff, other law enforcement agencies, legal representatives, suppliers and the public for the Department.
• Researches, analyzes, and prepares special projects and reports.
• Schedules, arranges, and takes minutes for Department meetings.
• Maintains all Police Department personnel and training records, registers Officers for training, and updates completed training in the RMS system (SmartCOP).
• Enters new Officers in the FDLE database system (ATMS).
• Receives and electronically distributes subpoenas for all Officers.
• Maintains all Internal Affairs files.
• Adds and updates Department General Orders in PowerDMS.
• Prepares annual & special reports for the State and Federal levels.
• Completes and reviews payroll for Police Department staff on a bi-weekly basis.
• Works closely with the Inventory Control Specialist when ordering, receiving, and distributing new equipment for the Department.
• Other projects and duties as assigned.

MINIMUM QUALIFICATIONS

• Associate?s Degree and seven years of progressively responsible administrative experience, or the equivalent combination of education, experience, and/or training. A Bachelor?s degree is preferred.
• Advanced knowledge and experience with Microsoft Office products, including Outlook, Word, Excel, and PowerPoint.
• Ability to type 70 wpm.
• Possesses and maintains a valid Florida Driver?s License and acceptable driving record.

Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to job offer.

KNOWLEDGE, SKILLS AND ABILITIES

• Builds and maintains positive relationships with diverse groups including all organizational levels, the general public, vendors, and other law enforcement agencies, both on the telephone and in person while demonstrating professionalism, courtesy, and responsiveness.
• Communicates effectively, both verbally and in writing, understands and follows oral and written instructions.
• Sets priorities, organizes, and remains efficient and flexible in the performance of multiple tasks/priorities while completing all assignments in a timely manner.
• Ability to type with accuracy; prepare concise correspondence, memorandums, reports and other documents using proper formatting, appropriate grammar, spelling, punctuation, and sentence structure; and proofread.
• Takes sufficient notes at meetings to prepare an accurate record of events.
• Considerable knowledge of business English and arithmetic.
• Works independently and in a collaborative manner to accomplish the mission of the Department.
• Ability to read, understand and interpret manuals, laws, ordinances, policies and procedures, statutes, rules, regulations, journals, newspapers, memos, letters, reports, and guidelines.
• Ability to create and maintain moderately complex records; enter data; access, retrieve, compile, and analyze information; sort, separate, arrange, file and distribute various reports, files, and materials; and operate basic office equipment including a personal computer, printer, telephone, and copier.
• Maintains and handles confidential and sensitive issues requiring a high degree of discretion, diplomacy, and tact and within the parameters of law enforcement ethics.

WORKING ENVIRONMENT/CONDITIONS

• Work is performed in an office setting and involves intermittent sitting, standing, bending, stooping, crouching, reaching, and walking, with the potential for extended period of standing and sitting.
• Intermittent lifting, pushing, and pulling of light objects and moderately heavy objects up to 25 lbs.
• Requires visual and muscular dexterity and hand/eye coordination for extended periods, hearing sounds/communication, close vision, handling/grasping/fingering objects, and lifting/carrying objects.
• May occasionally encounter hostile or aggressive behavior when asked to respond to a complaint.

The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Job Type: Full-time