Purpose of Classification: The purpose of this classification is to direct and coordinate administrative functions for the Police Department. Essential Functions: The following duties are normal for this position. The omission of specific statements of the duties 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. Supervises, directs, and evaluates assigned staff: develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures. Organizes, prioritizes, and assigns work: prioritizes and schedules work activities in order to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to management; and assists with the revision of procedure manuals as appropriate. Ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individual; initiates any actions necessary to correct deviations or violations. Manages department administrative functions: assists in the development and implementation of department goals and objectives; assists in preparing long range management plans and department’s business plan and key performance indicators; supervises department payroll processing; reviews and signs payroll register; provides confidential advice and makes recommendations to command staff; conducts research and compiles statistical data to support recommendations; prepares and submits related reports. Manages department budget: plans, implements and coordinates annual budget; creates and submits budget forecast including personnel, procurement, equipment and technology needs, and revenues for the department; monitors expenditures against approved budget; identifies short falls and transfers funds as needed; establishes funding lines in accordance with applicable policies; develops and implements budget controls; prepares and submits related reports and documentation. Manages procurement activities for the department, including services, supplies, equipment and materials: ensures all procurement activities are in compliance with local, state and federal procurement rules and regulations; develops specifications; attends pre-bid conferences; provides information and answers questions; reviews bid packages; and awards contracts. Manages department accounts payable and receivable functions: reviews and approves vendor invoices; processes and approves journal entries; approves credit card purchases; reviews credit card report; establishes and implements internal controls for vendor contracts and purchase card usage; completes cash receipts; ensures accurate record keeping of revenues; maintains related documentation. Administers granted funds: identifies funding sources; write, reviews and edits grant applications; ensures compliance with grant guidelines; monitors allocation of granted funds; processes journal entries; prepares and submits related reports as required. Creates and develops training materials, and other instructional materials; recruits and manages trainers; processes payroll; compiles, writes and submits grant application; develops and implements budget for grant funds; monitors allocation of grant funds; creates and disburses fliers, brochures and other promotional materials; attends meetings; makes presentations; prepares and submits related reports and documentation. Processes a variety of documentation associated with department/division operations, within designated time-frames and per established procedures: receives and reviews various documentation, including payroll report, overtime report, leave requests, and budget documentation; reviews, completes, processes, forwards or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation, including budget reports and documentation, financial reports and documentation, and employee performance appraisals; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hard-copy records. Operates or uses various equipment and supplies in order to complete work assignments: operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions. Communicates with City officials, supervisor, other employees, third party service contractors, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Additional Functions: Performs other related duties as required. |
Click here for technical assistance.
