Public Safety Business Assistant III

OPEN & PROMOTIONAL EXAMINATION - SIX MONTHS PROBATIONARY PERIOD

The current vacancies are in Glendale Fire Department and Glendale Police Department.

Under general supervision, this classification performs advanced level duties for the Glendale Fire Department or Glendale Police Department pertaining to the budget in regard to processing payroll, accounts payable, purchase orders and requisitions, working independently on routine tasks and performing the more advanced functions of the series.

• Ensures Department services are provided with the highest level of customer service and ethical standards.
• Prepares, proofs, and distributes letters, emails, memos, reports, agendas, minutes, or other written materials.
• Establishes and maintains traditional and automated filing systems by preparing new file folders and sorting, filing, shelving, or storing materials. Checks accuracy and completeness of information being filed.
• Collects and inputs data and prepares statistical charts, graphs, organizational and workflow charts, procedural manuals, and reports using a variety of computer applications.
• Maintains purchasing records and invoices.
• Compiles and copies information using a copier, and distributes finished material by mail, e-mail, facsimile machine, or interoffice delivery.
• Determines appropriate form letters or notices to send in response to routine requests for information.
• Assembles and issues supplies, materials, books, or other literature in response to requisitions, orders, or requests.
• Interacts with the public or internal customers in person or over the telephone and directs them to the appropriate person or department, provides routine information, and/or records messages.
• Coordinates department response to public records requests and subpoenas.
• Prepares treasury receipts.
• May represent the Department on various departmental, City-wide, or community-based committees.
• Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports.
• Performs detailed special projects and research assignments.
• Collaborates with other departments in completing special projects and reports.
• Develops monitoring controls, regulations, reporting procedures and forms, and assists in review of existing regulations and procedures.
• May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.
• Orders supplies as needed.
• Processes or reviews purchase order and requisition requests for the department and maintains purchasing records.
• Performs all accounts payable functions for the department to include invoices and procurement cards.
• Produces budget, spending, contract, and purchase order reports to staff.
• Assists new and promoted personnel with purchasing policies and procedures.
• Ensures spending limitations with vendors to maintain in alignment with the city’s purchasing policy.
• Assists in the preparation of grant applications.
• Performs all aspects of grant compliance including applying, reviewing, maintaining, and reporting.
• May drive on City business as necessary.
• Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner.
• Performs other related duties as assigned or as the situation requires.

• Coordinates the administrative functions within all divisions of the Glendale Fire Department. Processes payroll for all Fire Department personnel and maintains employee attendance/payroll records. Processes purchase order and requisition requests for the department and maintains purchasing records. Performs all accounts payable functions for the department to include invoices and procurement cards. Produces budget, spending, contract, and purchase order reports to staff.
  
  Assists new and promoted personnel with purchasing policies and procedures. Ensures spending limitations with vendors to maintain in alignment with the city’s purchasing policy. Assembles and issues supplies, materials, books, or other…