Police Administrative Services Coordinator

The Police Administrative Services Coordinator is responsible for administrative support, including confidential matters, to the Chief of Police, Deputy Chief, Police Captains, and Police Department for the City of Casselberry. In addition, this position is responsible for oversight of assigned department projects. The Police Administrative Services Coordinator performs work independently within established policies and procedures.


The Hiring range for this position is: $30.26/Hr - $37.82/Hr1. Provides daily administrative support to the Chief of Police, Deputy Chief and Police Captains. 

1. Provides clerical and administrative support to the Chief of Police, Deputy Chief, Police Captains, and Police Department.
2. Acts as Fiscal Procurement Agent and the department’s Purchasing Card Program Coordinator; analyzes and compares current annual budget to requests for purchases; obtains pricing and/or quotes, requisitions purchase orders, executes procurement card purchase or submits supply orders, reconciles invoices, and updates applicable budget spreadsheets with expenditures and assists with preparation of the Police Department’s annual budget.
3. Acts as Federal Task Force Agent Fiscal Coordinator; maintains related spreadsheet of IRS/USSS and DEA-task force agent assigned department personnel for overtime/expenditures for monthly, quarterly, and annual reporting to the Federal Department of Justice and/or Department of Treasury.
4. Works closely with internal and external City departments and the Police Department to ensure efficient operation between departments.
5. Maintains a high level of customer service between the public and Police Department; screens callers, responds to emails or correspondence, schedules, and coordinates meetings, etc.
6. Responds timely to customer requests and inquiries.
7. Manages reimbursement process involving the City County Investigative Bureau (CCIB) and related state forfeiture processes.
8. Processes payroll for the Police Department for accuracy prior to submitting to the Finance Department.
9. Registration and declassification of confidential tags.
10. Complete Commission agenda items and coordinate completion of MOUs, and MOAs.
11. Tracking and initiating education reimbursements for eligible law enforcement officers.
    
    

2. Manages and coordinates the department’s grant process.

1. Manages and supports the grants requirement and implementation for the department.
2. Identifies and develops strategies to optimize the grant administration process.
3. Research available grant opportunities.
4. Arranges supporting information and data to prepare applications for funding from local, state and federal departments.
5. Develops commission agenda items.
6. Prepares grant agreements and ensures required documentation completion as per the agreement and ensures diligent follow-up on grants reports.
7. Ensures the grant’s implementation is according to the operational and financial needs of the department.
8. Keeps staff informed about upcoming deadlines and deliverables ensuring smooth completion of work responsibilities.
9. Oversee the job of invoicing, accounting, reporting, and other administrative functions to ensure successful execution of grant’s process.
10. Provides detailed quarterly reports to the grant funders with respect to the department's progress.
11. Monitors paperwork and other related documents connected with grant-funded programs.
12. Maintains records of all payments and receivables and prepares monthly records for all grant-related activities. 
    
    

3. Additional Duties and Responsibilities 

1. Performs all duties and responsibilities in a manner consistent with the core values of the City, and consistent with City and Department policies.
2. Follows safe working practices and has a working knowledge of safety practices and procedures.
3. Prepares and distributes memorandum and agenda for the Police Department meetings, such as the Seminole County Law Enforcement Association (SCLEA) and the municipality Police Chief meetings.
4. Processes Police Department timesheets for timely biweekly payroll processing.
5. Completes the identified required or assigned training timely and applies acquired knowledge and/or skills.
6. Adheres to laws, regulations, and policies of the City and of the assigned Department. Follow instructions provided by the Department Director or their designer. 
7. Participates in department meetings, staff meetings and other related activities. 
8. Prepares documents for destruction in accordance with applicable law, policies, and procedures.
9. Prepares obsolete and expired inventory for proper destruction.
10. Performs special projects and other assignments as directed. 
    
    

4. Emergency Management Role 

1. Participates as a member of the City staff as required to act in the event of an emergency.
2. Acts in the assigned role to support the City in disaster preparation and/or disaster recovery efforts as described in the City of Casselberry Management Plan, assigned by supervisor or designee.
   
   (These essential and additional job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as 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. 

1. Education and Training: An Associates degree (A.A./A.S.) in business administration or related field is required. A comparable combination of education and experience may be considered. 
2. Experience: A minimum of five (5) years’ experience in office, business administration, Law Enforcement Organization or related field is required.
3. Certificates, Licenses and/or Registrations Required: Must possess and maintain a valid Florida Driver’s license. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record. 
4. Security Clearance: Florida Department of Law Enforcement level background clearance.
5. Knowledge, Skills, and Abilities:

• Knowledge (intermediate to advanced level) of law enforcement theory, principles, and practices and their application to a wide variety of services and programs.
• Knowledge (intermediate to advanced level) of standard law enforcement information, communications, and record keeping terminology.
• Knowledge (intermediate to advanced level) of pertinent federal, state, and local laws, codes, and regulations and department rules, policies, and procedures, to include public records laws.
• Knowledge of business management practices.
• Skill in effectively dealing with the public and other agencies.
• Ability to operate a motor vehicle. 
• Ability (intermediate to advanced level) of Microsoft Office Suite, e.g., Outlook, Word, Access, Excel, PERCS Index Quartermaster (QM) database program and other related programs.
• Intermediate math skills.
• Ability to multi-task.
• Ability to understand, interpret and apply pertinent federal, state, and local codes, laws, and regulations.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to support the Mission of the City of Casselberry: Committed to protect and enhance the quality of life within its community.
• Ability to support the Core Values of the City of Casselberry.
• Ability to support the Vision of the City of Casselberry: A vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government.

The work environment and physical demands described here are representative and not intended to be all-inclusive of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made when requested to enable individuals with disabilities to perform the essential functions.

A. Work Environment: This position performs the duties in an office setting. The noise level in the work environment is usually moderate and consistent with an office environment.

B. Physical Demands: The primary functions require prolonged periods of sitting at a computer, using hands to handle or feel. Occasionally, this position will stand, walk, bend, and drive. In addition, this position may be required to frequently lift and carry up to twenty-five (25) pounds. This position regularly requires to use vision, speech, and hearing with or without assistive devices.

C. Equipment/Tools and Technology Used: This position utilizes the following tools and equipment while performing the duties of the job: City vehicle, desk phone, desktop computer, calculator, multi-purpose copier equipment, various QM maintained equipment, printer/peripherals, and other related equipment.

D. Employee Infection/Exposure Risk Classification: Category III: Employee performs tasks that do not involve exposure to blood, body fluids or other potentially infectious materials (OPIM). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid, or to be potentially exposed in some other way. Tasks that involve handling of implements or utensils, use of public or shared bathroom facilities or telephones, and personal contact such as handshaking are Category III tasks.