Special Projects Coordinator - Extra Duty Detail- 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.

Performs specialized work responsible for coordinating the administrative and financial functions associated with the Extra Duty Employment of Police Department sworn personnel. Acts as the Police Department liaison, handling all communications with community vendors regarding details, including scheduling, planning, invoicing, and collections. Facilitates the development of public trust and confidence in the City.

This position is an Essential classification and will be required to report to duty before, during, and immediately after a civil emergency.

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 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, maintains high levels of work and productivity by generating innovative solutions to work situations.
• Administers and coordinates the Extra Duty Detail program per departmental, City policy, and applicable Collective Bargaining Agreements. 
• Recommends updates and changes to policies, forms, and the application process. 
• Coordinates and schedules all off duty detail assignments with the Neighborhood Policing Bureau (NPB) Detail Captain or designee to ensure mandatory city locations are covered. 
• Communicates with businesses, organizations, and individuals by providing pertinent information regarding the Extra Duty Program to determine staffing needs, cost analysis, and financial considerations. 
• Reviews vendor contract language and ensures it complies with Collective Bargaining Agreements.
• Posts the approved details to the Telestaff scheduling system per General Guidelines, for officer sign-up. Ensures all assignments are fully staffed, checking periodically, and alerting the Patrol Captain/Lieutenant, or designee, of any upcoming vacancies. 
• Prepares invoices for payment of hours worked, utilizing Munis software. 
• Receives and deposits checks and cash from vendors timely, per City Policy; ensures payments are prior to detail being completed, pursues payment, shortages, and reimbursements.
• Verifies all extra duty hours worked with sworn personnel and external event holders and submits to the Finance Department for payment. 
• Monitors accounts receivable charges and performs necessary follow-up on late or delinquent accounts. 
• Compiles weekly, monthly, and annual Extra Duty Detail spreadsheet reports on a calendar and fiscal year basis; generates reports for finance tax accounting.
• Performs data and research gathering regarding Extra Duty Detail such as Officer detail rate compared to external agencies.
• Creates and maintains files and/or records, maintaining an orderly fashion for audits. 
• Attends meetings related to Telestaff and MUNIS to keep up-to-date on software upgrades and changes as relates to Payroll and Extra Duty Details
• Schedules and out-bounds Neighborhood Policing Bureau overtime and City-paid Special Events, utilizing the Telestaff scheduling program. Events may include but are not limited to the expanding Tradition area, Event Center, Community Center, and private events.
• Reviews the need for overtime due to vacancies resulting from vacation requests or other emergent accruals (sick, FMLA, Workers Comp, Admin Leave, etc.). 
• Communicates with the sworn personnel and their chain of command regarding availability and approval. 
• Assures overtime openings are filled by performing daily monitoring and a two-week outlook review. 
• Assists with all payroll and timekeeping-related duties for Police personnel, including but not limited to, the coordination and verification of data entry into  UKG Telestaff scheduling system, assuring the accuracy of payroll timecards.
• Conducts orientation for new hires of Extra Duty Details and trains staff on Payroll functions, Telestaff, Munis payments,  UKG, and payroll.

• May attend annual conferences and continued education courses/trainings.
• Other duties as may be assigned.

SUPERVISORY RESPONSIBILITIES

May oversee the work of non-supervisory employees. Carries out responsibilities in accordance with the City’s policies and applicable laws.  Responsibilities may include training employees; planning, assigning, and directing work; addressing complaints and resolving problems.

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 or possession of an acceptable equivalency diploma required. Graduation from an accredited college or university with an Associate's degree in Accounting or related field preferred. Three (3) years of experience in account keeping payroll or related experience required. 

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 in order to prepare documents, compose letters, etc.

• Knowledge of City and Finance Department rules, regulations, policies, and procedures.
• Knowledge of Law Enforcement operations. 
• Knowledge of bookkeeping principles.
• Knowledge of office procedures and practices.
• Knowledge of basic accounting principles, rules, and regulations.
• Advanced knowledge of Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Knowledge of City payroll processes.
• Ability to  understand Collective Bargaining Agreements as it pertains to payroll and the Extra Duty Program. 
• Ability to perform arithmetic calculations accurately and rapidly.
• Ability to reconcile large files and accounts.
• Ability to access, input, and retrieve information from a computer.
• Ability to type at the prescribed rate of speed.
• Ability to understand and follow written and oral instructions.
• Ability to communicate effectively in writing and orally.
• Ability to establish and maintain effective working relationships with employees and the public.
• 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 the public.
• 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. The office is fast paced.

Salary : $58,053