About the Department

The Administrative Support position provides general clerical, administrative, and customer service support to staff and the general public. This position is generally the first point of contact for incoming phone calls and in-person needs. The Administrative Support position performs data entry and clerical support throughout the department.

Position Duties

• Serve as first point of contact for incoming callers, the public and outside agencies, respond to basic questions, relay messages and forward calls to appropriate parties.
• Collect and distribute daily mail and deliveries.
• Scan and upload documents to various systems.
• Prepare, transcribe, assemble, distribute and maintain correspondence.
• Record retention duties to include filing, entering and maintaining data in various systems.
• Basic bookkeeping duties to include calculating input, collecting payment, processing receipts and entering payments.
• Perform related duties as assigned by supervisor.
• Maintain compliance with all company policies and procedures.
  

• Manage user accounts in Acadis, Police One, Corrections One, EMS One and Agency 360.
• Record training hours, set up DTO training folders, upload certificates and attendance sheets into training records management systems, assisting in training logistics for all divisions and tracking budgeted training expenses.
• Prepare and process Oaths of Office and awards certificates.
• Take and upload ID photos and send to appropriate departments. Maintain PCSO employee ID photo database.
• Maintain roster for Law Enforcement Division and personnel log for new hires, transfers and existing employees.
• Manage matters pertaining to staff travel for training, including hotel, airline and vehicle reservations.
• Schedule use of firing range and events to be held in conference rooms, computer lab and learning lab.
• Maintain current NCIC/CJIS certification log, oversee audits, track recertifications and give CJIS presentation, tracking CJIS Baseline Security Addendum Forms. Assist instructors with NCIC Limited Access class set-up.
• Manage training records regarding retention and destruction of files. Maintain shredder escort schedule.
• Obtain fingerprints for new employees and submit to DCI for background and NCIC clearance.
• Assist in photographing PCSO events, creating content for social media and promotional materials as needed.
• Assist department psychological services when needed.
• Attend administration meetings and prepare training reports as requested.
  

Minimum Qualifications

EDUCATION AND/OR EXPERIENCE REQUIRED

•  High School Diploma or GED.
• One to two years of related experience in customer service, clerical, administrative, accounting or bookkeeping.
• Possession of or ability to attain a valid driver’s license.
• Ability to operate standard office equipment and a computer with working knowledge of computer and software applications, including Microsoft Office programs.
  

Other Qualifications

WORKING ENVIRONMENT

• Work is performed in an office setting where noise and interruptions often occur.
• Depending on setting, office setting may be located within a secure setting.

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards.
• Must be able to lift and carry up to 25 pounds.
• Must be able to talk, listen, and speak clearly on telephone and in-person.