Administrative Operations Coordinator - Criminal Investigations Division- Police Department

The City of Port St. Lucie is an equal opportunity employer.

This position requires the applicant to successfully pass a drug screening.

Please note that this is an external job posting intended for non-city employees. If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates. In order to be considered with internal candidates, please apply on the internal posting by clicking HERE.

Advanced and challenging clerical, secretarial, and confidential administrative support work.  Responsible for the organization of the Criminal Investigations Division (CID) processes and procedures. This position deals with access to sensitive police data and requires a high degree of confidentiality. Facilitates the development of public trust and confidence in the City.

This position is considered an "Essential Position" for the purpose of Emergency Management.  Emergency duties will be assigned as needed.   This position requires 24 hours a day, 7 days per week availability during City of Port St Lucie emergencies, as determined by City Administrators, Emergency Manager or City Officials. 

The following duties are illustrative for this position.  The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.  

• Keeps the mission, vision, and values of the City of Port St. Lucie and the Police Department at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintaining high levels of work and productivity by generating innovative solutions to work situations.
• Proficiently representing and servicing CID, which currently consists of a fifty-five (55) person unit. Captain (1), Lieutenant (1), Detective Sergeant (6), Detectives (33), Crime Scene Investigators (8), Victim Advocates (3), Digital Forensic Investigator (2), Volunteer Sex Offender Coordinator (1). 
• Maintains accurate correspondence records; compose and type various correspondence, memorandums, reports, certificates, financial records, and any other type of police-related documents generated by this division.
• Manages calendars and schedules appointments for the Division Captain. 
• Receives and handles calls and inquiries regarding CID investigations and its personnel. Refers callers to other employees accordingly. 
• Prepares the PowerPoint for department's monthly crime accountability meeting known as STARCOM, prepares notes for Collaborative Operational Analysis and Response (COAR), and meeting minutes as requested. Schedules, attends, takes meeting notes, and participates in weekly Cases of Interest meetings.
• Complete Criminal History requests for detectives, will require FCIC/NCIC certification
• Disseminates Crime Stopper tips and maintains log.
•  Submits and reviews eTrace requests for purchase and history of firearms. 
• Processes and tracks certified records and subpoenas. 
• Opens, prioritizes, and processes mail.
• Orders and maintains office supplies.
• Coordinates workstation set ups for all new incoming CID personnel
• Monitors programs and systems.
• Maintains the files and records of the Criminal Investigations Division. 
• Reviews and rejects all Requests to Attend (RTA) forms for content and accuracy before the Captain’s approval. 
• Arranges and coordinates travel reservations and reconciles travel, which includes maintaining accurate documentation for all purchasing card charges and updating into Munis software for timely reconciliation, per City policy.
• Prepares evaluation packets for all those within CID. 
• Participates on committees as designated by the CID Captain or designee.   
• Responsible for the coordination of Retirement/Farewell events for CID.
• Prepares and schedules special events for quarterly and annual for CID.
• Other duties as may be assigned. 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

Graduation from an accredited high school diploma or possession of an acceptable equivalency diploma required. Graduation from an accredited college, university with an associate’s degree, or a recognized business school preferred. Five (5) years of progressively responsible administrative experience required. Experience in performing exacting clerical work, five (5) years of which must have been of a progressively responsible nature, required. Two (2) years experience working in a Police Department investigative capacity, familiarity with crime analysis principles, or related field work preferred. Possession of valid driver’s license and maintenance of clean driving record required with the ability to obtain a valid Florida driver’s license within 30 days from date of hire. 

A comparable amount of training, education, or experience may be substituted for the minimum qualifications.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of business English, spelling, and punctuation to prepare documents, compose letters, etc.
• Knowledge of the Department and City's policies, procedures, and practices.
• Knowledge of police investigative processes and ability to apply critical thinking skills to assigned tasks.
• Knowledge of administrative and clerical procedures.
• Knowledge of customer service principles and practices. 
• Knowledge of standard office methods and procedures.
• Knowledge of Microsoft Office Suite including but not limited to Word, Excel, and Outlook.
• Knowledge of general accounting principles.
• Ability to focus on the positive in every situation. 
• Ability to stay centered when challenged.
• Ability to model respect for individuals, teams, and the organization.
• Ability to establish and maintain the trust and confidence of the department and public. 
• Ability to analyze a variety of administrative problems and to make sound recommendations.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with employees, vendors, and the public. 
• Ability to analyze information and solve complex problems logically.
• Ability to work under pressure and meet deadlines.
• Ability to follow through with assigned tasks.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, and crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate but can be high at times. The office is fast paced and requires a heightened level of tact and confidentiality.

Documentation Requirements

Please Read Carefully
  
Applicants, including City of Port St Lucie employees, must upload and submit attached copies of their education credentials with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile, but they will not attach automatically, and you will be deemed ineligible without the proper documentation.
  
ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT. 
  
  THE FOLLOWING DOCUMENT(S) ARE REQUIRED AT THE TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF:

1. Proof of education in the form of a diploma, degree, or transcripts. Foreign diplomas/degrees must be submitted with a credential evaluation report from an approved credential evaluation agency*. Translations of diplomas/degrees are not accepted. Audit/Academic reports are not accepted as substitutions for college transcripts.
2. Driver's License:  A Valid Driver's License from any state (Equivalent to a State of Florida Class E) may be utilized upon application; however, within thirty (30) days from the date of hire, a State of Florida Driver's License (Class E or higher) must be presented.

*Approved Credential Evaluation Agencies: 
  
  Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by:

• An accredited four-year college or university in the United States, OR
• A current member of the National Association of Credential Evaluation Services (NACES), OR
• A current member of the Association of International Credential Evaluators (AICE), OR
• A recognized Professional Organization

For an additional list of approved credential evaluation agencies, visit the Florida Department of Education
  
It is the applicant's responsibility to ensure that all required documents submitted with the employment application are in a format that is acceptable, clear, and legible for eligibility determination or risk being disqualified. 
  
  Applicants, including City of Port St Lucie employees, must completely detail their work experience on the employment application or risk being disqualified. Resumes will not be reviewed in place of the employment application.
  
  It is the applicant's responsibility to update their online profile with personal data, work experience, education, and certifications when submitting application(s); failure to do so may result in disqualification.

Salary : $59,155