Public Safety Admin Assistant

TOPEKA PUBLIC SCHOOLS; Topeka (KS); On-site; USD 35,000 - 52,000; Full time

Job summary

TOPEKA PUBLIC SCHOOLS is seeking a PUBLIC SAFETY ADMIN ASSISTANT to support the department's accreditation program and daily administrative functions. You will compile data, manage payroll documents, maintain policy manuals, and operate the department's electronic policy document system while coordinating with internal staff and external accreditation bodies.

The role requires strong organizational skills, attention to detail, and the ability to handle confidential information while

Qualifications

• Knowledge of basic office software, bookkeeping, and policy compliance.

Responsibilities

• Compiles data for reports and audits.

Skills

Office software

Bookkeeping

Telephone etiquette

Laws, rules, policies

Grammar and punctuation

Recordkeeping

Education

Community College/Vocational degree

Job description

Purpose Statement

The job of PUBLIC SAFETY ADMIN ASSISTANT is done for the purpose/s of The job of PUBLIC SAFETYADMIN ASSISTANT is done for the purpose/s of managing department accreditation program activities; serving as liaison to accreditation organizations; processing and maintaining multiple department accounting and financial documents including payroll; maintaining policy and procedure manuals; administering department electronic policy document management system; compiling data; maintaining a variety of manual and electronic documents, files, and records; researching assigned topics; responding to inquiries from a variety of internal and external parties.

Purpose Statement

The job of PUBLIC SAFETY ADMIN ASSISTANT is done for the purpose/s of The job of PUBLIC SAFETYADMIN ASSISTANT is done for the purpose/s of managing department accreditation program activities; serving as liaison to accreditation organizations; processing and maintaining multiple department accounting and financial documents including payroll; maintaining policy and procedure manuals; administering department electronic policy document management system; compiling data; maintaining a variety of manual and electronic documents, files, and records; researching assigned topics; responding to inquiries from a variety of internal and external parties.

Essential Functions

Compiles data (e.g. staff certification statistics, personnel records, crime statistics, etc.) for the purpose of processing standard, periodic, or ad hoc reports.
Dispatches phone and/or radio calls for the purpose of providing detailed information and supporting district officers in responding to calls.
Maintains a calendar of activities/meetings/events for the purpose of documenting activities involving the department and other law enforcement agencies, the public, and community partners.
Maintains a variety of manual and electronic documents, files, and records (e.g. accreditation files, fleet vehicle inventory and maintenance schedules, building maintenance needs, etc.) for the purpose of monitoring assets, ensuring upkeep, providing current and accurate information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Maintains policy and procedure manuals and administers the department's electronic policy document management system (e.g. maintaining employee database, identifying login issues, preparing reports, etc.) for the purpose of maintaining accurate and current system data and ensuring personnel receive timely policy change notification.
Manages department accreditation program activities (e.g. planning and coordinating staff trainings, gathering and analyzing data, etc.) for the purpose of monitoring and measuring department adherence to accreditation standards; maintaining all pertinent documentation; and, ensuring compliance with program and audit requirements.
Participates in department and/or in-service meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.
Prepares or assists in the preparation of a variety of materials (e.g. revised department policies, manuals, periodic and ad-hoc reports, etc.) for the purpose of providing clerical support, documenting activities, providing written and historical reference, and/or conveying information.
Processes and maintains multiple department accounting and financial documents (e.g. department payroll, incoming invoices, requisitions, purchase/work orders, etc.) for the purpose of disseminating information in compliance with established administrative guidelines and district accounting standards.
Provides clerical support as needed (e.g. maintaining department inventory of equipment, supplies and materials, etc.) for the purpose of ensuring items' availability.
Researches assigned topics (e.g. current practices, policies, Kansas Law Enforcement Training Center (KLETC) schedule, etc.) for the purpose of providing information that addresses school and department operations.
Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication between parties, and/or providing appropriate direction and/or referral.
Serves as department liaison to accreditation organizations for the purpose of ensuring department and personnel compliance with current accreditation requirements/standards and keeping command staff informed of changes in accreditation requirements and/or processes.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Knowledge, Skills And Abilities

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: commonly accepted office application software and machines; bookkeeping practices; business telephone etiquette; codes, laws, rules, regulations, and policies; grammar, spelling and punctuation; office practices; recordkeeping and record retention practices; and, school safety and security practices.
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; preparing and maintaining accurate records; analyzing data; classifying data and/or information; and, screening telephone calls.
ABILITY is required to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; meeting deadlines and schedules; working with detailed information/data; being attentive to accuracy and detail; dealing with frequent interruptions; organizing tasks; working as part of a team; and, establishing and maintaining effective work relationships.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, 15% standing. The job is performed in a generally hazard free environment.

Experience

Job related experience is required.

Education

Community College and/or Vocational School degree with study in job related area.