Business Services Coordinator - Police

Summary

Administrative Support Specialist

Provides professional administrative and business support to the Police Department in the areas of budgeting, purchasing, accounts payable and receivable, payroll, contracts, fixed assets, inventory, and related administrative functions. Coordinatesand maintains financial and operational information, prepares reports and supporting documentation, and assists with departmental projects and day-to-day business operations. Serves as a liaison between the Police Department, Finance Department, vendors, and other internal and external stakeholders.Work is performed under the direction of the Senior Business Manager within the Finance Department.

Essential Job Functions

Provides administrative support for the department's operating and capital budget activities, including compiling information, maintaining supporting documentation, and assisting with routine budget-related tasks.

Compiles and prepares financial, operating, budget, accounts receivable, and other administrative reports.

Serves as a point of contact for routine vendor inquiries and assists with communication and follow-up regarding purchasing and payment matters.

Assists with obtaining and analyzing quotes and processing purchase orders, requisitions, invoices, and payment documentation in accordance with the City's Purchasing Policy and established procedures.

Assists with routine accounts payable and accounts receivable activities.

Assists with the preparation and processing of Memoranda of Understanding, service agreements, renewals, and related documentation as directed.

Maintains records of contract and agreement expiration dates and provides administrative support for renewal activities.

Assists with departmental fixed asset and inventory activities, including assignment of new assets, maintaining records and supporting documentation.

Coordinates and manages departmental projects, including project timelines, milestones, resources, and completion.

Performs routine administrative functions in support of the department's day-to-day operations.

Maintains files and records in accordance with public records laws and retention requirements.

Provides assistance to internal and external customers and directs inquiries to the appropriate department personnel when necessary.

Prepares payroll change notices and related documentation for review and processing.

Assists with the preparation and processing of employee educational assistance reimbursements and supplemental compensation.

Assists with maintaining standard operating procedures, forms, and other departmental reference materials in accordance with established policies and procedures.

Provides administrative support for departmental Agenda Items and Legal Intake submissions, including compiling required information and supporting documentation, preparing materials, and coordinating routing for review and approval.

Assists with maintaining supplies, equipment, and other resources needed for daily departmental operations.

Provides training to appropriate support staff.

Assumes duties of the Business Manager in their absence.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.)

Knowledge/Skills/Abilities

Knowledge and understanding of local government finance procedures, including budget and procurement.

Skilled in computer business and budget programs.

Skilled in customer service with ability to communicate effectively, both in person and in writing

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

Ability to read, analyze and interpret in English, general business periodicals, professional journals, technical procedures or governmental regulations.

Ability to produce and maintain financial and statistical records/reports.

Ability to research/analyze data and present findings in various report formats.

Ability to prioritize and manage multiple work assignments with competing deadlines.

Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy.

Ability to establish and maintain effective working relationships with employees and the public.

Education, Experience, Licenses and Certifications

Education and Experience:

Bachelor's Degree in Business Administration, Finance or related field.

Three (3) years of progressively responsible administrative, financial, purchasing, budgeting, accounting, or related business support experience.

Must be able to pass a completed polygraph exam

Must be able to pass a pre-employment medical screening, to include a drug screening

Emergency Response Responsibility:

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Veterans Preference Statement:

The City of North Port, FL is an Affirmative Action/ADA/Veterans' Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.

Benefits

All benefits are effective the 1st of the month following 30 days.

Aetna – Health Insurance The City offers eligible employees the choice of 2 Open Access In Network plans and 1 Open Access PPO Plan. Premiums and co-pays are dependent upon your plan choice.

Cigna Dental– Dental Insurance The City's dental plan is a PPO plan providing eligible employees with in network or out of network options. You are entitled to two (2) preventive care treatments per calendar year (6 months apart). There is a $1,500 lifetime maximum for Orthodontia (children up to age 19). Premiums will depend on which tier you choose.

EyeMed Vision Care – Vision Insurance The City's vision plan allows eligible employees to stay in network or go out of network. Your co-pays will vary depending on the network you use. You are entitled to an exam, frames and lenses once every 12 months.

Cigna Life - Life, Voluntary Life, Dependent Life Insurance The City offers eligible employees a basic term life insurance benefit equal to their annual salary up to a $75,000 maximum at no charge. You can purchase additional voluntary life insurance for yourself and your dependents.

Cigna – Short Term Disability The City provides short term disability coverage to all eligible employees at no cost to the employee. This coverage is used in the event of an accident or illness outside of work. The plan pays 66.67% of your weekly salary up to a maximum of $1,000. Benefits begin on the 31st day of your disability. The City offers a buy-up to the Short Term Disability Benefit with a 7 day wait period.

E-Flex – Flexible Spending Account A flexible spending account helps you pay out-of-pocket medical, dental, eye care, daycare and other expenses, with tax deferred money deducted from your paycheck each payroll. The maximum annual election is $2,500.00. Over-the-counter medications must be accompanied by a doctor's prescription although other medical supplies will still be eligible for reimbursement. This is a voluntary benefit.

Trustmark– Supplemental Polices Trustmark Insurance Company offers voluntary supplemental Critical Illness/Cancer, Accident and Universal Life policies which are paid for by the employee.

LifeLock Benefit Solutions Protect your personal information and defend against attacks with 24/7, proactive identity theft protection from LifeLock. This is an employee paid voluntary program.

ICMA-RC - Deferred Compensation Plans The City offers eligible employees the opportunity to enroll in a deferred retirement plan. The money that is deducted from your paycheck each payroll is put into this account and is tax deferred at the end of the year. One-on-one meetings with each company are held quarterly so employees can speak with the representative confidentially on preparing for their retirement. This is a voluntary program.

Florida Retirement System – FRS Eligible employees are enrolled in the Florida Retirement System with an 8 year vesting period. Employees contribute 3% of their gross earnings per payroll which is subject to change with the IRS.

Cigna – Employee Assistance Program The City offers this program to all employees. This is a confidential counseling program for employees and their families. The City pays for 3 visits and if you choose to continue, you would use the specialist co-pay on your insurance plan. Counseling can include stress, alcoholism, family problems, marriage difficulties, financial trouble, depression, work/life and more.

VPI - Veterinary Pet Insurance The City offers Pet Insurance as a voluntary benefit. This benefit is not payroll deducted.

Florida Prepaid College Board Employees are eligible to enroll in

Job Description

Administrative Support Specialist

Provides professional administrative and business support to the Police Department in the areas of budgeting, purchasing, accounts payable and receivable, payroll, contracts, fixed assets, inventory, and related administrative functions. Coordinatesand maintains financial and operational information, prepares reports and supporting documentation, and assists with departmental projects and day-to-day business operations. Serves as a liaison between the Police Department, Finance Department, vendors, and other internal and external stakeholders.Work is performed under the direction of the Senior Business Manager within the Finance Department.

Essential Job Functions

Provides administrative support for the department's operating and capital budget activities, including compiling information, maintaining supporting documentation, and assisting with routine budget-related tasks.

Compiles and prepares financial, operating, budget, accounts receivable, and other administrative reports.

Serves as a point of contact for routine vendor inquiries and assists with communication and follow-up regarding purchasing and payment matters.

Assists with obtaining and analyzing quotes and processing purchase orders, requisitions, invoices, and payment documentation in accordance with the City's Purchasing Policy and established procedures.

Assists with routine accounts payable and accounts receivable activities.

Assists with the preparation and processing of Memoranda of Understanding, service agreements, renewals, and related documentation as directed.

Maintains records of contract and agreement expiration dates and provides administrative support for renewal activities.

Assists with departmental fixed asset and inventory activities, including assignment of new assets, maintaining records and supporting documentation.

Coordinates and manages departmental projects, including project timelines, milestones, resources, and completion.

Performs routine administrative functions in support of the department's day-to-day operations.

Maintains files and records in accordance with public records laws and retention requirements.

Provides assistance to internal and external customers and directs inquiries to the appropriate department personnel when necessary.

Prepares payroll change notices and related documentation for review and processing.

Assists with the preparation and processing of employee educational assistance reimbursements and supplemental compensation.

Assists with maintaining standard operating procedures, forms, and other departmental reference materials in accordance with established policies and procedures.

Provides administrative support for departmental Agenda Items and Legal Intake submissions, including compiling required information and supporting documentation, preparing materials, and coordinating routing for review and approval.

Assists with maintaining supplies, equipment, and other resources needed for daily departmental operations.

Provides training to appropriate support staff.

Assumes duties of the Business Manager in their absence.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.)

Knowledge/Skills/Abilities

Knowledge and understanding of local government finance procedures, including budget and procurement.

Skilled in computer business and budget programs.

Skilled in customer service with ability to communicate effectively, both in person and in writing

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

Ability to read, analyze and interpret in English, general business periodicals, professional journals, technical procedures or governmental regulations.

Ability to produce and maintain financial and statistical records/reports.

Ability to research/analyze data and present findings in various report formats.

Ability to prioritize and manage multiple work assignments with competing deadlines.

Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy.

Ability to establish and maintain effective working relationships with employees and the public.

Education, Experience, Licenses and Certifications

Education and Experience:

Bachelor's Degree in Business Administration, Finance or related field.

Three (3) years of progressively responsible administrative, financial, purchasing, budgeting, accounting, or related business support experience.

Must be able to pass a completed polygraph exam

Must be able to pass a pre-employment medical screening, to include a drug screening

Emergency Response Responsibility:

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Veterans Preference Statement:

The City of North Port, FL is an Affirmative Action/ADA/Veterans' Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.

Benefits

All benefits are effective the 1st of the month following 30 days.

Aetna – Health Insurance The City offers eligible employees the choice of 2 Open Access In Network plans and 1 Open Access PPO Plan. Premiums and co-pays are dependent upon your plan choice.

Cigna Dental– Dental Insurance The City's dental plan is a PPO plan providing eligible employees with in network or out of network options. You are entitled to two (2) preventive care treatments per calendar year (6 months apart). There is a $1,500 lifetime maximum for Orthodontia (children up to age 19). Premiums will depend on which tier you choose.

EyeMed Vision Care – Vision Insurance The City's vision plan allows eligible employees to stay in network or go out of network. Your co-pays will vary depending on the network you use. You are entitled to an exam, frames and lenses once every 12 months.

Cigna Life - Life, Voluntary Life, Dependent Life Insurance The City offers eligible employees a basic term life insurance benefit equal to their annual salary up to a $75,000 maximum at no charge. You can purchase additional voluntary life insurance for yourself and your dependents.

Cigna – Short Term Disability The City provides short term disability coverage to all eligible employees at no cost to the employee. This coverage is used in the event of an accident or illness outside of work. The plan pays 66.67% of your weekly salary up to a maximum of $1,000. Benefits begin on the 31st day of your disability. The City offers a buy-up to the Short Term Disability Benefit with a 7 day wait period.

E-Flex – Flexible Spending Account A flexible spending account helps you pay out-of-pocket medical, dental, eye care, daycare and other expenses, with tax deferred money deducted from your paycheck each payroll. The maximum annual election is $2,500.00. Over-the-counter medications must be accompanied by a doctor's prescription although other medical supplies will still be eligible for reimbursement. This is a voluntary benefit.

Trustmark– Supplemental Polices Trustmark Insurance Company offers voluntary supplemental Critical Illness/Cancer, Accident and Universal Life policies which are paid for by the employee.

LifeLock Benefit Solutions Protect your personal information and defend against attacks with 24/7, proactive identity theft protection from LifeLock. This is an employee paid voluntary program.

ICMA-RC - Deferred Compensation Plans The City offers eligible employees the opportunity to enroll in a deferred retirement plan. The money that is deducted from your paycheck each payroll is put into this account and is tax deferred at the end of the year. One-on-one meetings with each company are held quarterly so employees can speak with the representative confidentially on preparing for their retirement. This is a voluntary program.

Florida Retirement System – FRS Eligible employees are enrolled in the Florida Retirement System with an 8 year vesting period. Employees contribute 3% of their gross earnings per payroll which is subject to change with the IRS.

Cigna – Employee Assistance Program The City offers this program to all employees. This is a confidential counseling program for employees and their families. The City pays for 3 visits and if you choose to continue, you would use the specialist co-pay on your insurance plan. Counseling can include stress, alcoholism, family problems, marriage difficulties, financial trouble, depression, work/life and more.

VPI - Veterinary Pet Insurance The City offers Pet Insurance as a voluntary benefit. This benefit is not payroll deducted.

Florida Prepaid College Board Employees are eligible to enroll in