Organization: MetroParks of Butler County
TITLE Administrative Aide - Division of Public Safety and Law Enforcement
GRADE: 7.00 (Part-time, year-round)
STATUS: Confidential; Non-exempt.
REPORTS TO: Chief of Public Safety & Law Enforcement
GENERAL DUTIES: Provides general administrative and secretarial support services to the Chief of Public Safety & Law Enforcement or as assigned. As assistant to the Chief of Public Safety & Law Enforcement, provides high level executive administrative and secretarial support to the Chief and senior departmental leadership. Works closely with the Chief on matters pertaining to overall departmental operation. Interfaces with other law enforcement/criminal justice agencies, internal & external stakeholders, and the general public. Participates in departmental hiring process, and maintains departmental files & records.
FUNCTIONS AND RESPONSIBILITIES*:
1. Provides high level executive administrative and secretarial support to the Chief of Public Safety & Law Enforcement, and others as assigned. Works closely with the Chief and all divisions within the department.
2. Coordinates with other MetroParks’ departments, external police and public safety agencies, other local/state/federal governmental agencies, vendors, stakeholders, customers, and the general public.
3. Interfaces with various courts throughout the county and state that includes, but is not limited to, mayor’s courts, municipal courts, area courts, common pleas courts, appeals courts, and/or federal courts. Liaison with and serve as the initial departmental point of contact for defense and prosecuting attorneys. Prepares and/or assists with preparation of documents for presentation in legal proceedings.
4. Shares responsibility for the efficient operation of the department with the Chief and others as assigned.
5. Ensures office functions are performed efficiently and in a professional, accurate, confidential and timely manner.
6. Ensures that tasks assigned are handled in accordance with applicable policies along with local, state, and federal laws/regulations.
7. Conducts all duties in a timely manner and consistently display the highest level of professionalism and integrity.
8. Performs advanced executive level secretarial support to the Chief, and others as assigned, which includes: drafting correspondence, efficiently answering and disseminating telephone calls and electronic mail, receiving visitors and directing them to the appropriate staff, answering and distributing time sensitive communications.
9. Conducts research, assembles and analyzes data to prepare documents and reports, provide support in various areas, deals with various issues.
10. Serves as a representative for the Chief at various meetings as assigned. Promptly and appropriately responds to questions and inquiries from departmental members, other MetroParks employees and supervisors, external agencies, and the general public regarding departmental operations.
11. Maintains the highest degree of confidentiality at all times for sensitive information as directed by the Chief, and/or applicable policies and directives.
12. Manages and maintains the Chief’s calendar, schedule appointments, makes reservations, and informs Division personnel of appointments and activities within the department.
13. Prepares agendas and minutes for staff meetings. Regularly attends departmental staff meetings. Arranges and coordinates other departmental meetings and events.
14. Conserves Chief’s time by reading, researching, and routing communications, drafting letters and documents, collecting and analyzing information, and, as instructed, initiating telecommunications.
15. Conducts all liaison activities in a professional manner to ensure a positive image of the department and maximize cooperation between MetroParks’ departments, external agencies, and the public. Uses sound judgement and the highest level of discretion when deciding how, when, and what information to share.
16. Assists as necessary with screening and processing candidates and new employees. Schedules and/or participates in initial panel interviews. Schedules all phases of the hiring process for candidates, which may include all interviews and appointments, polygraph/cvsa examinations, medical/fitness exams, psychological exams, and drug screens as assigned. Tracks progress of candidates through the hiring process. Works closely with Human Resources to assist new employees with timely completion of required paperwork and orientations.
17. Assists as necessary as a liaison to the Ohio Peace Officer Training Commission and complete forms for execution as necessary to commission newly appointed and/or promoted Ohio Peace Officers.
18. Responsible for creation and maintenance of division time keeping records, maintaining accuracy of all employees’ hours, and ensuring that supervisors are aware of any conflicts and/or discrepancies. Trains supervisors on proper procedures and policies for time keeping. Assembles and verifies accuracy of all departmental employee time records and provides to the Chief for review prior to submission to Human Resources. Maintain copies of all division employees’ time records and division work schedules.
19. Assists the Chief as assigned in managing the division budget. Makes recommendations during budget creation, reviews purchase orders and invoices throughout the year to ensure proper expenditure of public funds.
20. Assists the Chief in preparation of all departmental correspondence such as memos, directives, operational policies and procedures, and guidelines for the department.
21. Reads incoming mail and determines which mail requires the attention of the Chief or other senior division personnel. Handles mail requiring personal phone calls or correspondence. Interacts tactfully and successfully with elected officials, key community leaders, other influential persons, division and other MetroParks employees, and members of the general public who have business with the Chief.
22. Handles special projects as assigned by the Chief.
23. Operates common office equipment and MetroParks’ owned vehicles as necessary to accomplish assigned duties.
24. Maintains compliance with all division policies & procedures, and all MetroParks’ policies, at all times.
25. Performs other duties as assigned.
1. A high school diploma or equivalent is required with a minimum of two (2) years of college in business administration or four (4) years of administrative support experience. Bachelor’s degree from an accredited college in business, office administration, human resources, or a closely related field, is preferred.
2. Ability to work unsupervised, with the ability to organize, coordinate, prioritize and self-initiate. Capability to personally manage administrative detail through the use of established high standards. Possess highly developed organizational skills and the ability to work individually and as a part of a team under pressure and/or meet strict deadlines.
3 Working knowledge of, or experience with, personal computer hardware and software including but not limited to email, word processing, spreadsheets, and graphic design software operations. Ability to efficiently operate other common office equipment such as computers, word processors, facsimile machines, photocopiers, printers, scanners, cameras, and multiline telephone systems. Must be able to keyboard at a rate of at least 30 wpm and possess the ability to take competent dictation. Must possess general computer skills with an in-depth knowledge of Microsoft Word, Excel, PowerPoint, and other commonly used programs.
4. Possess a valid state-issued driver’s license with an acceptable motor vehicle record allowing insurability by the park district’s current vehicle insurance carrier under existing coverage provisions at the time of employment and thereafter. Candidates may not have more than 4 total points (or equivalent penalty) issued by a recognized licensing authority for driving-related violations on their driving record at the time of employment.
5. Excellent written and oral communication skills, including competent knowledge of proper grammar, punctuation and spelling.
6. Ability to maintain confidence of departmental activities, and effectively and appropriately deal with and protect confidential information.
7. Ability to make decisions with a constant awareness that actions are subject to the scrutiny of the public and others. Possess excellent communication and human relations skills.
8. Possess excellent communication and human relation skills with the ability to multi-task and prioritize.
9. Availability for occasional evening and weekend work as scheduled in advance.
10. Ability to obtain and maintain Ohio Law Enforcement Automated Data System (LEADS) and National Crime Information Center (NCIC) certifications within 30 days of employment.
11. Possess the ability to obtain and maintain access to restricted law enforcement, homeland security, and criminal justice information systems and/or databases.
12. Obtain within the first 12 months of employment and maintain continuously thereafter, CPR, First Aid, and AED certifications through the American Heart Association or Red Cross.
13. Obtain and maintain competent knowledge of MetroParks Public Safety & Law Enforcement policies and procedures within 30 days of employment.
14. Must submit to and successfully pass a screening to detect illegal substances (drugs) upon receiving an employment offer, and periodically after employment.
15. Successfully complete a psychological evaluation, medical evaluation, and a comprehensive background investigation that includes a polygraph/cvsa examination, immediately prior to employment with the Department of Public Safety & Law Enforcement.
16. Ability to work in an office environment that requires periods of extended sitting and the repetitive use of hands and fingers to handle and/or feel objects, tools, controls, equipment, papers, and or books/manuals. Must be able to frequently talk, hear, walk, reach with hands & arms, and lift objects up to 20 pounds. Ability to occasionally stand, climb, and/or balance.
17. Must be able to work in a moderately noisy environment and possess close, distant, color, and peripheral vision along with depth perception.
18. Ability to work occasionally in an outdoor environment during special events where exposure to sun, inclement weather, dust, and/or extreme temperatures may occur.
*The position functions and responsibilities listed above are illustrative only and do not represent all the duties or tasks to be assigned or performed by an employee with this position title.
**Alternates to the above qualifications may be acceptable as approved by the Executive Director.
Salary: $14.25 to $17.80 per hour depending on level of experience.
Deliver in person or mail completed application and resume to:
MetroParks of Butler County
2051 Timberman Road
Hamilton, OH 45013
Attn: Amy Pellman
Or email ALL documents to firstname.lastname@example.org
Closing Date: 4:00 p.m. on February 24, 2017. To be considered for the position, a completed application AND resume must be received by this date.
MetroParks of Butler County is an Equal Opportunity Employer.