Administrative Assistant to Chief of Police

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Clerical Mount Dora, FL, US

8 days ago Requisition

Salary Range: $18.65 To $23.64 Hourly

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.

• 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.

• 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.

• 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…