Administrative Specialist Patrol Operations Division

Responsible, administrative position performing a wide variety of advanced administrative duties. Duties may involve other special assignments of similar complexity, including providing assistance to Patrol Operation and Patrol Support Division personnel. Requirements for this position differ from an Administrative Assistant only in the increased volume of work performed.
Employees assigned to this classification report to a designated Patrol Operations Division Commander, Major of Operations, Chief Deputy, and the Sheriff. Routine assignments and special orders are received from the Patrol Operations Division Commander who observes and evaluates performance methods and results through reports, personal contact, inspection, discussion, and appropriate employee performance appraisals. 

The official duties of this position may be initiated by the following:

1. Sheriff
2. Chief Deputy
3. Major of Operations 
4. Patrol Division Commander
5. Patrol Lieutenants
6. Patrol Sergeants
7. Patrol Deputy Sheriffs
8. Citizen's request
9. Self-initiated

• Compose memos and various correspondence
• Schedule and maintain division commander’s calendars
• Prepare travel arrangements
• Maintain division files
• Prepare agenda and record divisional supervisor meetings
• Assist and review payroll within the division
• Monitor and maintain administrative leave requests
• Prepare and maintain the training schedules for special teams
• Prepare and maintain operational plans and after-action reports
• Assist in budget preparation
• Maintain inventory files
• Design, prepare, and maintain divisional requisitions and various forms for divisional use
• Maintain spreadsheet of purchase and stock requisitions
• Monitor monies and balances within Patrol accounts
• Maintain and prepare ride-a-long requests
• Receive, collect, and forward divisional mail and phone calls
• Receive and distribute subpoenas
• Maintain, order, and stock patrol forms
• Maintain, update, and purge all divisional records in accordance with Florida law
• Maintain Patrol mailboxes in the mail atrium
• Update group zones in Outlook
• Maintain hard copies of agency policies and procedures in accordance with CALEA standards
• Record and transmit all traffic citations and seized tags in accordance with ACSO, Alachua County and State of Florida policies
• Compile the duty schedule for Patrol Operations and Support Division as needed
• Perform other duties as required by the Patrol Operations Division Commander
• Maintain and enter Trespass Enforcement Authorizations
• Assist with the Teen Driving Program
• Coordinate the Rotary Deputy of the Month
• Maintain the Special Teams Roster
• Serve as a back-up for Extra Duty Coordinator

QUALIFICATIONS:

• EDUCATIONAL REQUIREMENTS:
• [X] High School/GED
• [   ]   Associate’s Degree [X]  Preferred
• [   ]   Bachelor’s Degree [   ]   Preferred
• Preferred Major(s):Business, Finance, or other related field
• EXPERIENCE AND TRAINING:
• Type 35 Correct Words per Minute (cwpm) or better
• General office experience preferred
• Knowledge of most current software program(s) utilized by ACSO
• Any combination of education and experience which provides the required knowledge, skills, and abilities
• CERTIFICATION AND LICENSING:
• Current, valid Florida Driver’s License
• Must be, or be able to become, a notary

KNOWLEDGE, SKILLS, AND ABILITIES:

• Working knowledge of current agency rules, regulations, policies, and procedures
• Knowledge of inspection procedures, safety procedures, and issuance of supplies
• Maintain an awareness of available agency and community resources
• Knowledge of proper administrative procedures
• Good knowledge of English grammar, punctuation, and spelling
• Skilled in using computers for word processing and accounting purposes
• Skilled in using small office equipment, including copy machines or multi-line telephone systems
• Skilled in using computers for data entry
• Ability to act effectively in extremely divergent interpersonal settings
• Ability to analyze problems quickly and take appropriate action under stress
• Ability to communicate effectively, both orally and in writing; to comprehend and follow orders
• Ability to obtain relevant and accurate information relating to job assignment from citizens and employees
• Ability to cope with situations firmly, courteously, and tactfully with respect for the rights of others