Administrative Assistant to the Chief of Police in Mount Dora, Florida at City Of Mount Dora

Job Function:

Under the general supervision of the Chief of Police, performs a broad range of advanced administrative, executive support, and fiscal management duties in support of the Chief's Office and Police Department operations. Serves as the primary administrative assistant to the Chief of Police while performing professional-level fiscal analysis, budget administration, financial reporting, purchasing, and accounting functions. Maintains confidential information, coordinates administrative activities, prepares reports and correspondence, and provides operational support to ensure the efficient and effective functioning of the department. Performs related work as required.

Essential Duties:

Administrative Support

• Serves as the principal administrative assistant to the Chief of Police.
• Provides confidential administrative support and exercises discretion in handling sensitive information.
• Maintains the Chief of Police's calendar, schedules appointments, meetings, and events.
• Prepares correspondence, memoranda, reports, presentations, and other documents for the Chief of Police.
• Records and prepares minutes for meetings conducted by the Chief of Police.
• Answers telephones, responds to inquiries, and directs callers to the appropriate personnel.
• Opens, sorts, and distributes departmental and interoffice mail.
• Maintains administrative office files, records, and archives in accordance with records retention requirements.
• Prepares, processes, and maintains specialized reports, records, and forms.
• Organizes departmental events including award ceremonies, recognition programs, celebrations, and special functions.
• Assists with sponsorship coordination for the annual Police Department golf tournament.
• Coordinates scheduling of employee annual physicals.
• Assists with onboarding and orientation of new employees, including infectious disease program information, accreditation requirements, and City benefits.
• Processes personnel documentation for new hires and separating employees with the Florida Criminal Justice Standards and Training Commission.
• Maintains departmental accreditation files and documentation supporting compliance with applicable standards.
• Acquires and maintains working knowledge of state accreditation standards.
• Performs diversified administrative, secretarial, and recordkeeping functions.
• Handles a variety of assigned administrative projects and special assignments.
• Functions effectively with all levels of the department's chain of command.
• Maintains strict confidentiality in all matters pertaining to the Chief's Office and Police Department operations.

Fiscal Administration and Financial Analysis

• Performs professional-level fiscal analysis and accounting functions for the Police Department.
• Participates in maintaining, analyzing, reconciling, and balancing general ledger and subsidiary accounts.
• Monitors departmental budgets, verifies funding availability, and ensures expenditures are properly classified.
• Researches and analyzes financial transactions to resolve accounting and budget issues.
• Provides financial analysis, budget status reports, and fund availability information to management.
• Prepares financial reports, work papers, fund balance projections, and other fiscal reports in accordance with Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards.
• Coordinates accounting activities with City Finance staff and ensures compliance with established accounting policies and procedures.
• Performs complex accounting transactions including capital project accounting and grant monitoring.
• Monitors grants and associated expenditures for compliance with applicable regulations.
• Interprets financial data and prepares statistical and fiscal reports.
• Monitors departmental revenues, expenditures, vouchers, and cost allocations.
• Performs financial duties including field purchase orders, requisition preparation, invoice reconciliation, invoice processing, travel and training expense accountability, and related transactions within the City's financial management system.
• Serves as the Department Purchasing Card Representative and coordinates purchasing card administration.
• Assists in monitoring and processing departmental budget expenditures.
• Prepares accounting information for computerized financial processing.

Departmental Coordination

• Coordinates administrative and accounting activities between the Police Department, City departments, and outside agencies.
• Establishes and maintains effective working relationships with local, state, and federal agencies.
• Assists in planning, organizing, and coordinating operations among department bureaus and partner agencies.
• Assists in researching departmental policies, procedures, and operational programs and prepares recommendations for improvements.
• Serves as a member of the department's administrative support staff and assists in departmental operations as needed.
• May be required to return to work to assist with emergency management preparation, response, and recovery activities.
• Completes advanced training courses as required by the Mount Dora Police Department.
• Performs other related duties as assigned.

Required Qualifications:

• Bachelor's Degree in Public Administration, Business Administration, Finance, Accounting, or a closely related field is preferred.
• Considerable experience in executive administrative support, governmental accounting, finance, budget administration, or a closely related field.
• Recent experience using automated financial management systems.
• Experience with budget monitoring, financial reporting, and trend analysis.
• An equivalent combination of education, training, and experience, as determined by the Chief of Police, may be considered.
• Must complete required National Incident Management System (NIMS) training within six (6) months following completion of the probationary period.

Knowledge, Skills, and Abilities:

• Knowledge of modern office administration, executive support practices, and records management.
• Knowledge of governmental accounting principles, budgeting, and financial reporting.
• Ability to learn City and Police Department policies, procedures, and administrative practices.
• Ability to maintain confidential and highly sensitive information.
• Ability to organize, prioritize, and manage multiple assignments with minimal supervision.
• Ability to establish and maintain effective working relationships with department personnel, City employees, elected officials, outside agencies, and the public.
• Ability to communicate effectively, both verbally and in writing.
• Ability to conduct research and prepare reports and recommendations.
• Ability to prepare, maintain, duplicate, and distribute memoranda, policies, directives, and official correspondence.
• Skill in operating personal computers and Microsoft Office applications, financial management software, and standard office equipment.
• Skill in maintaining accurate financial and administrative records.
• Ability to exercise sound judgment and discretion.
• Excellent organizational, listening, and interpersonal skills.
• Ability to type approximately 50 words per minute.
• Ability to maintain ethical and professional standards.

Essential Physical Skills:

• Ability to communicate effectively in English, both orally and in writing.
• Acceptable eyesight (with or without correction).
• Acceptable hearing (with or without hearing aid).
• Ability to walk or stand for extended periods as required.
• Ability to exert up to five (5) pounds of force occasionally and negligible force frequently to move office materials.
• Ability to operate standard office equipment including computers, copiers, telephones, calculators, and related equipment.
• Frequent sitting.

(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with disabilities.)

Note: Job Descriptions are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. E-Verify Works for Everyone For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS.

The City of Mount Dora is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Mount Dora will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Mount Dora is a drug-free, smoke-free, EOE.