Administrative Assistant - Property and Evidence

Duties

ESSENTIAL DUTIES

• Keeps the mission, vision, and values of the City of Port St. Lucie and the Police Department at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations.
• Performs duties of a staff assistant nature to support the Property & Evidence Sergeant. Participates directly in the work of the individual(s) supported. Secures details of specialized information, coordinates office work, and provides information regarding the services and operation of the unit.
• Manages calendars and schedules appointments for the Property & Evidence Sergeant. Receives and screens calls and refers callers to other employees.
• Prepares weekly agendas for the Property & Evidence Section. Takes notes and minutes of conferences, meetings and functions as required.
• Prepares forms and composes letters.
• Responsible for all public records requests related to the Property & Evidence Section.
• Sets up and maintains specialized office files. Makes copies and files letters, reports, and related technical information in the prescribed manner. Retrieves data for reports and assembles information for others’ use.
• Opens, prioritizes, and processes mail.
• Maintains accurate correspondence records; composes and types correspondence, memorandums, reports, certificates, financial records, and any other type of police-related documents generated by this division.
• Performs research and retrieval of records. Conducts statistical comparisons of information. Assists in the preparation and maintenance of department records.
• Orders and maintains office supplies.
• Monitors programs and systems related to evidence management.
• Assists in budget preparation and monitoring.
• Arranges and coordinates travel reservations and reconciles travel, which includes maintaining accurate documentation for all purchasing card charges and updating into Munis software for timely reconciliation, per City policy.
• Performs office management functions and coordination.
• Other duties as may be assigned by Division Lieutenant or Manager.

 Earn a Degree in Crime Scene Investigation, Forensic Science, or Computer Forensics

Requirements

MINIMUM QUALIFICATIONS

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

• Graduation from an accredited high school or possession of an acceptable equivalency diploma required. Graduation from an accredited college or university with an Associate’s Degree preferred. Five (5) years of progressively responsible administrative experience required. Experience in performing exacting clerical work, five (5) years of which must have been of a progressively responsible nature, required. Some experience working in a Police Department or legal field preferred. Possession of valid Florida driver's license and maintenance of clean driving record required.
• A comparable amount of training, education, or experience may be substituted for the minimum qualifications.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of business English, spelling, and punctuation in order to prepare documents, compose letters, etc.
• Knowledge of the Department and City's policies, procedures, and practices.
• Knowledge of administrative and clerical procedures.
• Knowledge of customer service principles and practices.
• Knowledge of standard office methods and procedures.
• Knowledge of Microsoft Office Suite, including but not limited to Word, Excel, PowerPoint, and Outlook.
• Knowledge of general accounting principles.
• Skill in the use of taking dictation or of transcription from a recording device.
• Ability to analyze a variety of administrative problems and make sound recommendations.
• Ability to focus on the positive in every situation.
• Ability to model respect for individuals, teams, and the organization.
• Ability to stay centered when challenged.
• Ability to establish and maintain the trust and confidence of the department and public.
• Ability to analyze a variety of administrative problems and to make sound recommendations.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with employees, vendors, and the public.
• Ability to work under pressure and meet deadlines.
• Ability to follow through with assigned tasks.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderate.

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