POSITION OBJECTIVE
Working under general direction, the Department Assistant 3 will provide administrative support to five departments within the Case Western Reserve University division of Public Safety (Administration, Police, Communications, Fixed Post Security and Security Systems). Perform varied duties of an administrative/clerical nature requiring accuracy. Responsible for the efficient management of all office functions including customer service, special event management, scheduling, tracking, and reporting. Perform data entry of confidential criminal reports, provide reporting and tracking, manage building maintenance issues, department files, etc.
ESSENTIAL FUNCTIONS
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Has overall responsibility for smooth functioning of the division headquarters. Serve as the initial point of contact for visitors to the headquarters building. Control and verify building access, answer questions, deal with contractors, vendors, and guests. Manage the bike registration program, to include issuing of permits and maintaining accurate records. Serve as point of contact for students in registering of bikes and updating documentation for both Public Safety and Student Housing records. (20%)
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Facilitate communications between department and the university. Act as Public Records request administrator for the division. Function as the division¿s primary point of contact for special event requests involving police and security officers from the division. Post, schedule, and coordinate coverage for all requested events. Coordinate billing for coverage provided to both internal university and external users. (20%)
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Organize, plan meetings, special events, agendas etc. Schedule events and help coordinate catering and other event requirements for the executive director and other department members as needed. (10%)
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Maintain confidential records. Ensure overtime forms are correctly filled out by officers. Update and ensure the accuracy of the Divisions overtime tracking board. Process overtime pay. Serve as an Automated Records Management System (ARMS) administrator for the division. Ensure police and security reports are accurate and disseminate as needed to internal university departments. Review and audit reports within the system for accuracy and grammar. Work with police and security supervisors to follow up on corrections as needed. (15%)
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May authorize routine department expenditures, prepare, or assist in preparing budgets, reconcile. monthly expense statements, budget analysis/ forecasting, and verifying expense reports. Maintain the headquarters inventory and order office and other supplies for the building as needed. Track divisional expenditures on internal (non-billed) overtime, share data with and make recommendations to the executive director regarding overtime expenditures. Assist other divisional personnel with budget tracking, identifying trends and forecasting as necessary. Work with Detective Bureau staff for internal/ external billing for fingerprint/background check services. (10%)
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Coordinate workflow between departments as needed. Receive and evaluate public records requests for division records. Respond and coordinate with other university departments such as office of General Counsel as necessary regarding the release of reports and records to individuals and groups external to the university. (10%)
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Involved with more complex/difficult matters. Manage and maintain the division¿s quality assurance program, to include gathering, store and evaluate quality assurance questionnaires and from both internal and external users of public safety services. (10%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (5%)
CONTACTS
Department: Daily contact with divisional staff to maintain workflow.
University: Daily contact with various administrative departments such as Risk Management, Student Affairs and General Counsel to exchange information.
External: Frequent contact with outside visitors, vendors, contractors, and public records requesters to exchange information.
Students: Regular contact with student visitors and university EMS personnel stationed in the building to exchange information.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. Oversee general operations of clerical staff.
QUALIFICATIONS
Experience: 5 years of related secretarial experience required.
Education: High school education required.
REQUIRED SKILLS
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Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
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Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
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Ability to operate copy and fax machines to perform calculations and produce documents.
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Ability to meet consistent attendance.
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Ability to interact with colleagues, supervisors and customers face to face.
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Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
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Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
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Strong customer service skills. Ability to function in a police and security department setting.
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Attention to detail in correspondence and documentation. Strong organizational skills
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Good problem solving/analytical skills, ability to analyze multiple sources of data to accurately reconcile general ledger.
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Ability to deal effectively and sensitively with highly confidential and difficult personnel issues.
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Ability to meet deadlines under pressure. Ability to multi-task in stressful situations.
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Computer proficiency in relevant systems and database-ARMS, FileMaker and Microsoft Office products.
WORKING CONDITIONS
Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.
