Principal Office Assistant

City of Coral Springs; Town of Florida (NY); On-site; USD 36,000 - 60,000; Full time

Job summary

The Coral Springs Police Department is seeking an experienced administrative support professional to provide responsible, complex support to the Records Unit. The position operates with a degree of independence and handles both routine and non-routine duties for a large unit.

Key tasks include filing, data entry of citations, processing subpoenas, maintaining vacation and training records, coordinating court appearances, and preparing annual reports.

Qualifications

• High School Diploma or GED required.
• 3–4 years of progressively responsible experience in administrative/secretarial support.
• Ability to understand and follow written and oral instructions.
• Ability to access, operate, and maintain various software applications such as Microsoft Excel.

Responsibilities

• Staff the main lobby as needed to provide coverage for lunch breaks and other lobby backup support.
• Enter handwritten traffic and parking citations into records management systems.
• Distribute U.S. mail weekly for the Police Department.
• Process sealed and expunged court orders in accordance with legal requirements.
• Prepare and submit annual Citation Report for benchmarking.
• Enter and maintain vacation, sick leave, and training records for personnel using SAFES.
• Process electronic subpoenas issued by the State Attorney's Office daily.
• Maintain and update department vacation schedule daily.
• Scan subpoenas, verify witness information, and distribute electronically.

Skills

Organization

Communication

Teamwork

Ethical conduct

Education

High School Diploma or GED

Tools

Microsoft Excel

Job description

The Coral Springs Police Department has a diverse workforce, with an authorized strength of 230 police officers and over 99 civilian members, who are dedicated to providing the highest level of professional service to our citizens, businesses and the visitors we serve. We are nationally accredited, as an Accreditation with Excellence Agency in both Law Enforcement and Communications, through the Commission on Accreditation for Law Enforcement Agencies (CALEA) as well as a Meritorious Agency at the state level through the Florida Commission for Law Enforcement Accreditation (CFA).

This level of service has allowed Coral Springs to enjoy one of the lowest crime rates in Florida for cities with a population of over 100,000 residents. By incorporating a number of problem solving initiatives throughout the community, such as the Burglary Enforcement And Reduction Unit, the Make a Call Make a Difference community crime campaign and having a School Resource Officer in every public school, our staff is committed to the City of Coral Springs' mission statement: to be the premier city in which to live, work and raise a family.

For more information on our City and Police Department, please visit the following sites:

Coral Springs Police Department Employment Information: https://www.joincspd.com

Coral Springs Police Department website: https://www.coralsprings.org/Government/Departments/Police

Coral Springs Police Department Facebook Page: facebook.com/coralspringspolice

Coral Springs Police Department Instagram: instagram.com/coralspringspd

Under limited supervision, the purpose of the position is to provide responsible, complex administrative support to the assigned department or assigned supervisor. Employees in this classification function in a lead capacity and are accountable for the accuracy of both routine and non-routine administrative support duties performed as dictated by the nature of department. Position performs essential duties for a large operating unit, a specialized unit, or as primary administrative support for an organization official. Position is distinguished from that of the Office Assistant by the degree of accountability of the work, greater latitude in exercise of independent judgment concerning assigned duties, and the ability to function with a higher degree of independence. Only projects which entail technical or highly complex matters are given close attention by the immediate supervisor.

• Staff the main lobby as needed to provide coverage for lunch breaks (1 hour), 15-minute breaks, and other lobby backup support.
• Enter handwritten traffic and parking citations into the appropriate records management systems.
• Distribute U.S. mail weekly for the entire Police Department.
• Process all sealed and expunged court orders in accordance with legal requirements.
• Prepare and submit the annual Citation Report for benchmarking purposes.
• Enter and maintain vacation, sick leave, and training records for all sworn and civilian personnel using SAFES (SAO software).
• Process all electronic subpoenas issued by the State Attorney's Office on a daily basis, averaging more than 2,000 subpoenas per month.
• Maintain and update the department vacation schedule daily to ensure subpoenas are not accepted for unavailable personnel.
• Scan hand-delivered subpoenas, verify witness information, and distribute them electronically to officers.
• Conduct daily quality reviews of all electronic citations issued by department personnel.
• Perform semiannual audits of citation records to ensure accuracy and compliance.
• Maintain inventory and accountability of traffic citation books and Florida Highway Safety and Motor Vehicles (FLHSMV) citation numbers.
• Manage parking citation inventory, maintain receipt records, and submit required documentation to the Central Courthouse.
• Prepare and track memoranda to supervisors regarding citations returned for correction.
• Forward completed citation amendment forms to the Clerk of Court.
• Coordinate court appearance cancellations by notifying officers via email, text message, and telephone.
• Dispose of court-related records in compliance with applicable General Records Schedules and records retention requirements.
• Respond to incoming requests on the Records Request line.
• Process interagency background checks, including body-worn camera (BWC) requests through JustFOIA.
• Manage and monitor the department's court liaison email inbox ([e-mail]).
• Serve as Acting Records Unit Supervisor in the absence of the Records Unit Supervisor, ensuring continuity of operations.
• Prepare and mail notification letters to parents or guardians of juveniles who receive traffic citations.

• High School Diploma or GED.
• Three (3) to four (4) years of progressively responsible experience and/or training in administrative/secretarial support functions; or an equivalent combination of education, training, and experience.

Physical Requirements

The work is medium work which requires exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Examination Process

The following includes all steps required to process for the position. Continuing with each step of the process is contingent upon successfully completing the previous step. Candidates can be dismissed at any point throughout the consideration process.

Communication regarding scheduling and updates will be posted to your governmentjobs.com account, please check your account regularly.

1. Formal Interview
2. Computerized Voice Stress Analysis Examination and Fingerprints
3. Extensive Background Investigation
4. Post-Offer Drug Test
5. Completion of 12-month probationary period

Knowledge, Skills and Abilities

• Knowledge of generally accepted standard purchasing principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work.
• Ability to understand and follow written and oral instructions.
• Ability to utilize vendor catalogues, commercial registers, directories, office files and other recourses for the procurement of goods.
• Ability to perform routine mathematical computations and tabulations accurately and efficiently as they relate to purchasing.
• Ability to read, update, and maintain various records and files.
• Ability to access, operate, and maintain various software applications such as Microsoft Excel, etc.
• Ability to clearly communicate information both verbally and in writing.
• Ability to operate basic office equipment, e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines.
• Must demonstrate behaviors that support the City's Mission, Vision and Core Values. The VISION is to be the premier community in which to live, work, and raise a family. The City's MISSION is to provide an innovative, sustainable, high-performing organization that strives to make decisions and measure progress based on economic, social, and environmental factors improving the quality of life for the residents, businesses, and visitors of the diverse community we serve. The CORE VALUES include Teamwork, Respect, Accountability, Innovation, Leadership, and Superior Service.
• Required conduct is to be ethical and fair while representing the City. Must be responsible to adhere to all workplace policies that support ethical business practices and standard of conduct including, but not limited to, polices on Gifts, Conflict of Employment, Discipline, Drug Free Workplace, Employment of Relatives, Formal Grievances, Anti-Harassment, Posting of Job Vacancies, Equal Employment Opportunity, Political Activity, and Recruitment and Selection.
• Ability to establish and maintain effective working relationships with the general public, coworkers, elected and appointed officials, and members of diverse cultural and linguistic backgrounds regardless of race, color, religion, age, gender, ethnicity, disability, sexual orientation, marital status or political affiliation.
• This is a designated "Recovery" classification in the City's Emergency Operations Plan and will require the employee occupying this position to work for declared emergencies. Completion of appropriate level of National Incident Management System (NIMS) training is mandatory within one year of employment.

The Coral Springs Police Department is firmly committed to offering an equitable, drug-free work environment. We do not discriminate in any employment related decisions on the basis of race, color, religion, national origin, sex, age, disability or other similar factors that are not job-related. This commitment is practiced in all aspects of our personnel policies, programs, practices, recruitment, examination, appointment, training, promotion, retention and other related activities. When requested, the Coral Springs Police Department will make reasonable accommodations for individuals with disabilities. Please contact the Human Resources Unit at [e-mail] if special assistance is needed.