Administrative Specialist; TPD Records - Administrative Unit

POSITION SUMMARY:

Under direction performs work of considerable difficulty in supervising and coordinating the work of personnel engaged in preparing, auditing, and posting tax documents, sorting mail, collections, legal documents, fiscal, personnel, store keeping, fingerprint classification and identification, and/or other related administrative and technical activities requiring a good knowledge and understanding of field, line, and office management operations or highly specialized procedures and techniques;

performs related work as required.

• Plans, directs, trains, assigns, supervises, coordinates and reviews the work of personnel engaged in preparing, auditing, and posting tax documents, sorting mail, collections, legal documents,fiscal, record keeping and purchasing activities, store keeping, fingerprint classification and identification; and other related functions.
• Researches, prepares, monitors and/or controls the annual taxation reports and annual operating budget.
• Studies management methods in order to improve work flow, simplify reporting procedures, or implement cost reductions.
• Analyzes unit operating procedures such as record keeping systems, payroll, personnel, purchasing, cost accounting, inventory control, and budgetary requirements to create new systems or revise established procedures.
• Coordinates the collection of information and prepares a variety of correspondence, reports and ordinances.
• Audits information and the preparation of documents to chargeback funds.
• Assists in the development, implementation, and/or interpretation of operating policies, work rules, bargaining unit agreements, and personnel policies and procedures.
• Investigates and researches problems or complaints and recommends resolutions.
• Researches issues and participates in long-range planning.
• Hears employee complaints or grievances and recommends disposition of same.
• Initiates disciplinary actions as required.
• Participates in interview process for prospective employees and makes recommendations regarding appointments.
• Reviews and approves/disapproves requests relating to employee attendance and overtime.
• Maintains liaison with other sections, divisions and outside businesses and agencies.
• Acts as resource person for computer problems.
• Attends seminars and conferences as necessary to obtain and/or renew knowledge of current administrative practices and procedures.
• Position assignments to the Department of Police Operations may also require maintaining, entering, and generating time-keeping records for subordinate personnel, including sick and vacation totals, while working closely with the Personnel Section of the Toledo Police Department as needed.
• Makes recommendations regarding appointment or dismissal of probationary personnel.
• Makes recommendations regarding extensions of probationary periods.
• Orients and trains new employees on technology utilized and Department policies, rules and procedures.
• Reviews the work of subordinate personnel as needed.
• Compiles UCR reports and responds to special requests therefrom.
• Acts as a liaison with NORIS, LEADS, and the FBI.
• Processes requests for expungements.

• Position assignment in the Department of Police Operations requires considerable knowledge of federal, state and local crime reporting procedures.
• Police Records Section functions, policies and procedures
• Computerized record management procedures, techniques and equipment.

• Analyzing and solving complex problems.
• Supervising and coordinating the work of subordinate personnel.
• Establishing and maintaining effective working relationships with others.
• Interpreting and explaining laws, policies and procedures.
• Verbal and written communication.
• Operating a personal computer.

• Graduation from high school or General Educational Development (G.E.D.) Tests equivalency
• Three (3) years of experience maintaining and processing law enforcement records and computerized communications, including at least two (2) years of police crime reporting coding experience with the Toledo Police Department.
• An associate Degree in Data Processing/Computer Science, Business Management, or a closely related area may substitute for one (1) year of general computerized record-keeping experience.

• Position assignment may require possession of a valid driver's license.
• Position assignment in the Department of Police Operations requires…