Assistant to Director, Public Safety

Overview

The purpose of this classification is to provide administrative support to the Public Safety Director to coordinate and perform various program and office administration duties. This role assists in the preparation of the annual departmental budget and provides administrative support to each division within the department, which requires knowledge and interpretation of City and departmental policies and procedures. The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification.

They are not listed in any order of importance. The omission of specific statements of the duties or functions 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. Participates in the recruitment and interviewing process and recommends selection of assigned clerical staff.

Supervises data entry of department records, accounts, and reports; reviews and approves additions, deletions, and changes to accounts; oversees customer billing activity and reviews related financial reports. Interprets and explains City and department policies and procedures to employees and the general public; revises and develops new departmental policies and procedures; coordinates and assists the Director in implementing new programs and changes.

Conducts program and policy research, completes department surveys, and prepares various reports. Performs administrative support duties for the Department Director; schedules and arranges meetings and appointments; drafts and types business correspondence; organizes department meetings; and makes travel arrangements. Answers and screens telephone calls and assists staff and visitors. Establishes and oversees the department's central records and files, which may include employee files, personnel records, accounting records, budgets, purchasing and payroll forms, contracts, legal documents, ordinances and resolutions, meeting minutes, and policies.

Prepares City Commission agenda items, board meeting agendas, and meeting minutes; provides staff support to City advisory board and authority members. Attends department staff meetings and meetings involving capital project status/planning and bid preparation. Prepares and/or reviews department payroll; prepares purchase requisitions and orders; coordinates inventory systems; and reviews and processes personnel authorizations. Composes and prepares activity and statistical reports, correspondence, memos, press releases, and department newsletter articles.

Coordinates the review and timely response and resolution of citizen complaints and problems. Oversees the proper operation and maintenance of the department's computer hardware, software, and peripherals; coordinates repair/maintenance needs and system improvements/upgrades; performs computer back-ups; and sets up user files and passwords. Compiles relevant information and prepares/solicits Requests for Quotes (RFQs) and Requests for Proposals (RFPs); prepares bid advertisements;

and assists staff and the Procurement Services Division with development of bid specifications. Coordinates and participates on interdepartmental project teams to ensure successful project/program completion, specifically regarding contract and grant management. Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; and attends workshops and training sessions as appropriate.

• Bachelor’s Degree from an accredited college or university in Public Safety, Public Administration, Business Administration, or a closely related field; supplemented by three (3) years of progressively responsible experience in office management, budget development.
• OR an Associate’s Degree from an accredited college or university in General Studies, Business Administration, or a closely related field; supplemented by five (5) years of experience as described above.
• OR a High School Diploma or Equivalency; supplemented by seven (7) years of experience as described above.
• Must possess and maintain (or obtain one within 14 days of hire) a valid Florida driver's license.

• Effectively communicates with supervisor, employees, other departments, contractors, engineers, utility companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.
• Ability to prepare accurate and thorough written records and reports.
• Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction.
• Ability to understand and quickly and…