JOB SUMMARY

Oversee the administrative functions of the Police Department to include budget planning and execution, fleet and building management, evidence and records, equipment maintenance and issue, information technology, and other support functions as assigned.

Oversees the Law Enforcement Accreditation Process for the Police Department; department liaison with the Commission for Florida Law Enforcement Accreditation (CFA); assists staff in resolving quality assurance and accreditation non-compliance issues and findings; monitors measures designed to meet Commission Standards; completes, updates, and submits required reports, documents and forms pursuant to policy/procedure; maintains standards files for primary and secondary proofs of compliance; draft, update and maintain department policies; prepare the department for accreditation/re-certification recognitions. Work is performed under the general direction of the Deputy Chief of Police.

ESSENTIAL JOB FUNCTIONS

Participates in the budget planning cycle and oversees the administrative functions of budget and finance execution with direction from the Deputy Police Chief in cooperation with the City Finance Department.
Oversight and maintenance of all building access control functions.
Oversight and performance of advanced professional work: writing, maintaining, reviewing and coordinating federal and state grant programs and contract administration and other assigned special projects; researching, evaluating information, initiating action and preparing grants within the framework of grant writing techniques and existing laws, rules, and regulations; facilitate development, review and editing of grant proposals; conduct extensive research for potential funding sources; maintain current awarded grants by conforming to measurable goals.
Oversight of the agency records section and personnel. Recommend and assist in the implementation of goals and objectives; participate in the development of new data management systems; support command staff with specialized inquires to assist with decisions-making.
At the direction of the Deputy Chief, works with internal departments to identify Police Department informational technology (IT) needs and oversees the acquisition and/or liaison with City IT to provide solutions.
Following the direction of the Deputy Police Chief, manage, plan and schedule all purchasing activities and maintenance of the Police Department fleet.
Oversight of the Police Department evidence and property section and personnel in accordance with federal, state and local laws, ordinances, rules and regulations; plan, organize, monitor and evaluate procedures and methods in the Evidence and Property section.
Oversees the Quartermaster and related functions to include the purchasing, storage, issuance and maintenance of Police Department uniforms and law enforcement equipment. Evaluates potential improvements and makes recommendations to the Command Staff for the purchasing of new uniforms and equipment. Oversees the accreditation process, including assessments; evaluates and reports on the efficiency and effectiveness of the accreditation program.
Plan and monitor the on-site assessments and maintain appropriate records relating to accreditation activities. Take the lead role while getting the agency prepared for mock and on-site assessments.
Performs a variety of complex administrative and professional assistance work in planning, coordinating and managing the implementation, maintenance and adherence to the police department’s accreditation through the Commission for Florida Law Enforcement Accreditation (CFA) process.
Responsible for maintaining all files for compliance with the accreditation process. Ensures proper training for police department employees on all new and revised policies. Conducts employee orientation training regarding the accreditation process.
Writes and/or reviews all new and revised policies to ensure compliance with CFA standards. Coordinates with City Legal staff for proofing of policies for adherence with all applicable laws.
Acts as a liaison between police administration, other department employees and outside agencies in all accreditation efforts.
Maintains a standard format for policies to be reviewed and revised on a scheduled basis. Regularly reports to the Chief of Police or designee and key staff on accreditation compliance.
Maintains data entry of policy compliance in the Agency Self-Assessment Automation Program (ASAP). Directs on-site inspections of compliance with CFA.
Prepares and submits annual agency reports to CFA.

MATERIAL AND EQUIPMENT USED

Vehicles, Computer, General Office Machines and public safety related equipment.

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience

Bachelor’s Degree or the equivalent. Some formal training in public relations, public administration or business desirable; and,
Three to four years’ experience in law enforcement; or,
Any combination of education, training, and experience, which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications

Valid Florida Driver’s License

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of

Municipal, county, state and federal laws and applications.

Organization and operation of law enforcement and judicial systems.

Community, state and federal social service agencies.

Department policies, procedures and standards of performance.

Geography and cultural diversity of the area of jurisdiction.

Correct English usage, including spelling, grammar, punctuation and vocabulary.

Standard business arithmetic, including the selective use of graphics in the presentation of data.

Supervisory and motivational techniques.

Skill In

Clear and effective oral communications.
Preparing clear, concise and complete reports and other written materials.
Establishing and maintaining cooperative interpersonal relationships with co-workers and personnel of other agencies and organizations.

Mental and Physical Abilities to

Establish and maintain close rapport and communications with residents and juveniles in potentially high crime areas.
Plan and execute group-oriented projects and programs with only minimum supervision.
Interpret and explain detailed oral and written instructions to others.
Maintain physical strength sufficient to exert up to 50 pounds of force in moving objects.

Working Conditions

Walking, standing, sitting and the use of arms, hands and fingers to move, grasp and manipulate mechanical or other objects required daily.
Occasional exposure to extremes of weather conditions.
Occasional exposure to interior temperature and humidity conditions sufficient to cause discomfort.
Sound levels usually moderate, occasionally loud.
While performing the essential functions of this job the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, climb or balance, talk or hear, and lift and/or move up to 25 pounds.

This position is part of the City’s Emergency Management Team and, as such, shall be expected to perform all duties that are assigned during an emergency management operation. Any additional compensation, above the normal weekly salary shall be outlined by the City Manager in the City’s Emergency Management Activation and Emergency Declaration. Failure to appear to perform emergency management assignment and to work assigned shifts as scheduled by the City’s Emergency Management Director or individuals designated by the City Manager to assign such functions will result in disciplinary action up to and including termination.

This class specification should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

City of New Smyrna Beach

New Jobs

Administrative Services Manager