What are the responsibilities and job description for the Administrative Assistant, Police position at New College of Florida?
This position assists the Chief of Police in administrative, fiscal, and personnel matters for the Campus Police Department. The department consists of Law Enforcement Officers, Police Communications Officers and any OPS employees.
High School diploma and three years of office experiencePrefer supervisory experience and experience with personnel and budget matters
Prefer experience in law enforcement procedures
| Acts as liaison with all other administrative departments on campus. This entails frequent contacts with Payroll, Human Resources, Purchasing, Business Office, Physical Plant and the Vice President’s Office. In the absence of the Chief of Police and the Captain, exercises signature authorization to approve timesheets, leave records, leave request forms, payroll certifications and adjustments, overtime reports, appointment papers for Personnel Employment, purchase orders, and invoices. This position also has accounts receivable signature authorization to sign credit accounts, receivable documents, credit memoranda, and refund requests in the absence of the Chief of Police and the Captain. |
| Provides administrative support to the Chief and Captain. Prepares and coordinates all payroll sign-ups, checks timesheets for accuracy. Provides administrative guidance for department dispatchers Assists the Chief of Police in reformatting General Orders/Directives. |
| Maintains police reports and case files. Submits police case reports to the State Attorney’s Office when required and insurance companies, upon written request. Serves as Administrator for the Records Management System and its functions. This includes loading all documents, photos and media to the computer and uploading to case files. Enters traffic warnings and citations. Assists with Campus Police webpage updates as needed. Compiles and assists the Chief of Police in preparing the monthly police activity report submission to the President, Vice Presidents and other Campus Directors. |
| Establishes and maintains the department's records retention schedule: Initiates requests to destroy applicable records on an annual basis. Maintains all property and inventory reports including off-campus use and property updates. Maintains current information and reviews actions to verify compliance on Campus Policies and Procedures, Personnel rules and Regulations, PBA and AFSCME collective bargaining contract, Administrative and Finance Operating Procedure as well as Florida Department of Law Enforcement Standards and Training (ATMS) Rules and Policies and Procedures Updates and creates forms, flyers, pamphlets, etc. as needed. Updates multiple spreadsheets involving departmental business. |
| Fiscal Duties Maintains and reconciles department budget and PCard with department online printouts. Maintains records for audit. Reports to the Chief of Police balance the same each month. Assists the Chief of Police in all phases of year-end closing budget matters. Makes budget projections for use by the Chief of Police in developing annual budget requests. Prepares all purchase orders for the Campus Police Department. Responsible for maintaining and ordering all supplies. Prepares all travel vouchers, TER/TAR request forms. Makes travel arrangements for personnel, including hotel and vehicle reservations. Responsible for processing invoices for payment to vendors in compliance with section 215.422 (9), Florida Statutes Prompt Vendor Payments and approving invoices for payment by the Chief of Police. Performs research to compile cost estimates for the purchase of office furniture, equipment, supplies for law enforcement staff and perquisites for uniforms, etc. Responsible for department Property Inventory and off campus equipment use. Prepares Law Enforcement Educational Pay reports and submits for payment. Prepares and submits billings to vendors for Police Services provided at special events. Responsible for depositing these checks to the Business Office. Maintains and coordinates upgrades to department computers including the FCIC Mobile Data Terminal. Coordinates and assists with recruitment and background investigations. Reviews and documents with FDLE CJSTC Officer training and disciplinary records. |
| Personnel Duties Maintains Personnel files/forms of all USPS and OPS employees of the Campus Police Department following campus and state guidelines. Prepares appointment status forms for new appointments and employee changes. Prepares payroll sign-up paperwork for all new personnel. Prepares paperwork for swearing-in of new hire sworn personnel. Prepares paperwork for uniform allowance to the Payroll Office for all sworn law enforcement officers. Posts USPS timesheets to leave records and leave request forms. Informs the Chief of Police and supervisors of leave balances of each employee and when Personal Holiday was used. Consolidates timesheets, leave records, and leave request forms at the end of each calendar year and checks for accuracy and completeness in preparation for personnel audits. Coordinates with Human Resources during recruitments for police positions and all other non-sworn positions and prepares hiring reports. Maintains all recruitment files. Coordinates the multi-step hiring process for sworn officers. Enters hiring information into the Automated Training Management System (ATMS) of the Criminal Justice Standards and Training Commission. Maintains proper forms in preparation of FDLE audit. Maintains officer training records and submits monthly certification of incentive pay (LEIP/CJIP) to payroll. |
| Other duties as assigned or as required. |
Prefer experience in law enforcement procedures
Salary : $42,000 - $45,000
