Police Services Administrative Specialist Job at City of McKinney, TX
Summary
WORKING FOR THE CITY OF MCKINNEY
Working for the City of McKinney is more than a job. It is an opportunity to make a meaningful difference in the lives of others. It is also an opportunity to have a hand in the development of one of the fastest growing communities in the nation. In 2014, our community was named "The #1 Best Place to Live in America." Although proud of that honor, everyone on our team is committed to making McKinney an even better place to live, work and raise a family. That's why we exist.
OUR CORE VALUES
City of McKinney employees work hard and at a very fast pace. However, we also look after and support one another. All of us are guided by four employee-inspired values – Respect, Integrity, Service, and Excellence (RISE). We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture. All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high performance organization.
SUMMARY OF POSITION
The purpose of this position is to provide intermediate day-to-day, multifunctional business and administrative support to divisional operations. May participate in special projects or committees as well as coordinate workflow through the division. Provides administrative support to executive level staff as needed.
Essential Functions/Knowledge, Skills, & Abilities
GENERAL EXPECTATIONS FOR ALL EMPLOYEES
In order for us to continue to achieve our primary function of making McKinney a better place to live, work, and raise a family, we hold these expectations for all employees.
- Learn and demonstrate an understanding of how team, department, and City goals are interconnected.
- Contribute to a positive work culture.
- Ability to assess his/her work performance or the work performance of the team.
- Contribute to the development of others and/or the working unit or overall organization.
- Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities.
- Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same.
- Police Department - Maintains a strict level of confidentiality regarding law enforcement sensitive information. Must comply with the City Code of Conduct as well as Police Department Code of Conduct and General Orders Manual.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Prepare, collect, research, and analyze data/statistics for monthly reports.
- Research and present cost comparisons for supplies and equipment as well as cost savings reports to show financial benefits to the division.
- Assists in the monitoring of division budget and individual accounts to track expenditures.
- Enters requisitions and/or makes purchases for all division equipment, maintains inventories, coordinates invoices, complete receipts processing and bill payment, and balances divisional budget tracking ledgers.
- Reconcile P-Card statements for all P-Card accounts in the division.
- Resolves issues with vendors and suppliers including billing issues.
- Processes payroll; reviews employee timesheets for accuracy and research discrepancies.
- Handles divisional requirements for promotions, transfers & new hires, including preparing workstations, updating files, databases, and records regarding all changes in staff assignments and supervisors.
- Process training registrations, coordinate travel arrangements and accommodations for department staff, prepare necessary forms for approval as outlined in City policies.
- Create training rosters, produce and disseminate training orders through the Records Management System for divisional sworn and civilian personnel.
- Update training attendance records and training documentation spreadsheet; digitally file training certificates in individual employee files in the Records Management System.
- Complete notifications to the Municipal and District courts regarding sworn personnel training to assist in facilitating the court docket scheduling.
- Prepares and catalog documents for records retention and archiving with the city’s Records Department as well as complies with Texas State Records Retention periods.
- Liaison with IT and facilities for all divisional needs including systems and hardware issues for community workstations, updates to all email distribution changes, facility repairs and ordering & tracking of department keys for all supervisors.
- Types, prepares, transcribes, proofreads and/or completes various correspondence and reports for the division.
- Produce bi-weekly slideshow featuring pertinent officer information including division activity information as well as city-wide information.
- Provide clerical support to assist designated upper level administrative and other supervisory staff in the completion of their duties and responsibilities.
- Monitor building maintenance needs; report building maintenance issues to appropriate building services personnel.
- Maintains conference and training rooms schedules.
- Performs customer service functions and provides information/assistance regarding City, departments or division services.
- Provide assistance or backup coverage for other employees or divisions as needed.
- Maintains confidentiality of departmental documentation and issues.
- Maintain Criminal Justice Security Awareness Certification.
- Comply with all written City policies and procedures.
- Adhere to assigned work schedule as outlined in City and department attendance policies and procedures.
- Must be able to work flexible hours when needed.
DIVISION SPECIFIC JOB FUNCTIONS:
PATROL DIVISION
- Supports division as well as specialized units including the Motors Unit, SWAT Team, Hostage Negotiation Team, K-9 and Drone Unit.
- Maintain and distribute Patrol division assignments reflecting current patrol assignments and ensure division’s assignment board reflects real time staffing.
- Create, update and disseminate Field Training scheduling documents for new recruits throughout the department.
- Assess and troubleshoot software issues with patrol equipment to resolve problems such as ticket writers and ticket printers. Responsible for processing, shipping and tracking all patrol equipment for repair or calibration.
- Provide and update officer access to citation and key management systems.
- Monitor performance evaluation deadlines to ensure sworn staff receives evaluation before shift and supervisor changes if required.
- Manage inventory of patrol division forms room, ordering or photocopying when needed to ensure supply is sufficient for operations.
- Assist in the implementation of the annual live shift bid process.
- Maintain and update School Notification contact information for all regional school districts.
KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS
- Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
- Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
- Ability to produce desired work outcomes, including quality, quantity, and timeliness.
- Ability to plan and organize work, time, and resources, and if applicable, that of subordinates.
- Must possess strong customer service skills and the ability to communicate effectively both orally and written.
- Requires familiarity with practices, policies and procedures related to police services.
- Required to complete biennial ethics training for police personnel.
- Requires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes the ability to perform subsequent actions in relation to these computational operations.
- Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.
- Requires the ability to utilize a wide variety of descriptive data and information, such as city policies, software manuals and commodity code guides.
- Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to utilize principles of fractions; ability to interpret graphs.
- Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
- Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.
- Requires the ability to perform skilled coordinated movements, such as operating a computer terminal, printers, fax machine and various office equipment.
- The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
- Build professional relationships with internal staff and customers.
- Offer flexibility and adaptability, especially during times of change.
- Communicate effectively both orally and in writing.
Required Qualifications
MINIMUM QUALIFICATIONS
A high school diploma or GED, with excellent communication skills, both orally and in writing, are necessary. Ability to maintain confidentiality, strong ethics and customer orientation. Supplemented by three (3) years of experience and/or training involving administrative/clerical work, budget administration and typing. Must be able to obtain and maintain Criminal Justice Information Services Security Awareness Certification. Experience in using Microsoft Office software and overall basic computer skills.
Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.
CONDITIONS OF EMPLOYMENT
- Must pass a drug screen and background check.
- Must have Class C Texas Driver's License
SELECTION PROCESS
Submitted applications will be reviewed with emphasis placed on an individual's qualifications and overall experience in the areas directly related to the job function. The applicants who possess the potential to meet our needs will be invited for an interview. The selected candidate will be subject to a background investigation and drug screening.
Expected Duration- The current external job posting will remain on the McKinney Website for the duration indicated on the posting. Upon closing the process to fill the position will begin immediately and is expected to take approximately six weeks.
Reapplication Process- All applicants who are not notified of a permanent disqualification may immediately re-apply for this position when posted by the City of McKinney.
Physical Demands/Supplemental
PHYSICAL DEMANDS
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
WORK ENVIRONMENT
Dynamic environment that requires one to be sensitive to change and responsive to changing goals, priorities, and needs.
The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status.
The City offers a full complement of benefits:
Medical Insurance, Dental Insurance, Vision Insurance, Life and Accidental Death and Dismemberment Insurance, Long Term Disability Insurance, Legal Services, Flexible Spending Medical and Child Care, Employee Assistance Program, Supplemental Insurance; Paid Vacation and Sick Leave, Ten Paid Holidays. Texas Municipal Retirement System (TMRS) mandatory 7% employee contribution with City match of 2:1; 457 Deferred Compensation Plans; Tuition Reimbursement
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