Administrative Support Specialist - Department of Professional Standards and Technical Services

A highly responsible position which requires a wide variety of advanced administrative and clerical capabilities, including highly developed written and oral communication skills. The position requires a self-motivated person who can meet established and sometimes short deadlines, edit reports, and work independently with little or no supervision. The nature of the work is highly confidential and includes performing complex secretarial and administrative assistant-type functions for the Major of the Department of the Office of Professional Standards (OPS) and Technical Services and OPS Inspectors assigned to the areas of Audits, Staff Inspections, and Internal Investigations.

Work is performed under the direction of the Major of Professional Standards and Technical Services. Performance is evaluated through observation, results obtained, oral/written reports, and appropriate employee performance appraisals.

• Maintain the flow of information for the Department of the Office of Professional Standards and Technical Services and independently follow-up on a variety of tasks to ensure they are completed satisfactorily and timely

• Maintain logs documenting the flow of information and dealings (digital and paper) to and from the Department of the Office of Professional Standards and Technical Services

• Answer telephone inquiries from the public, as well as other high-level agency and other law enforcement personnel

• Upon conclusion of an OPS investigation, track and ensure the OPS investigation case actions (i.e. disciplinary recommendations and actions) are fulfilled completely and timely

• Maintain and update digital OPS investigation case files system with administrative data and linked files, i.e. case status, disciplinary actions, access levels, and retention dates

• Compile statistical information for various law enforcement purposes

• Compose correspondence of varying degrees of complexity, such as memorandum, letters, and investigative forms for the OPS Inspectors, Major, and/or Sheriff

• Make travel arrangements for OPS personnel

• Schedule meetings and make meeting arrangements

• Enter purchase requisitions and requests for stock supplies into the agency computer system

• Maintain strict confidentiality concerning all matters within the OPS

• Proofread all typed material, making corrections as necessary

• Compile and submit all necessary OPS documentation needed for the accreditation process

• Prepare monthly, yearly, and special reports specific to the OPS

• Assist with the Department’s yearly budget preparation

• Identify and process records that are ready for destruction in accordance with Florida state statutes and ACSO policy

• Utilize various software applications to obtain law enforcement and financial information

• Perform other duties as assigned by the Major and/or beneficial to the Department of the Office of Professional Standards and Technical Services

* This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of specific job functions or tasks does not absolve an employee from being required to perform additional tasks incidental to or inherent in the position.

[X] High School/GED

[ ] Associate’s Degree [X] Preferred

[ ] Bachelor’s Degree [ ] Preferred

• Type 40 correct words per minute (CWPM) or better

• Four (4) or more years of progressively responsible administrative and clerical experience

• Thorough knowledge of Microsoft Word and Excel

• Supplementary secretarial courses desirable

• Any combination of experience and training that provides the required knowledge, skills, and experience

None

• Thorough knowledge of office practices and procedures

• Thorough knowledge of English vocabulary, grammar, punctuation, and spelling

• Thorough knowledge of the operation and capabilities of general office equipment, including copy machines and/or multi-line telephone systems

• Knowledge of effective telephone etiquette and office professionalism

• Skilled in using computers for data entry

• Skilled in using computers for word processing and accounting purposes

• Ability to communicate effectively, both orally and in writing

• Ability to establish and maintain digital and paper filing systems

• Ability to independently follow an assignment through to completion

• Ability to maintain confidentiality

• Ability to make competent decisions independently, based on available information and departmental rules, regulations, policies, and procedures

• Ability to manage time effectively

• Ability to plan, prioritize, and organize work

• Ability to proofread typed material and make appropriate corrections

• Ability to write and organize reports and other forms of written communications

• Ability to establish and maintain effective working relationships with the ACSO administration, co-workers, the general public, and other agencies