Office Manager Public Safety

PUBLIC SAFETY OFFICE MANAGER/ MOTOR POOL/TRANSPORTATION TEAM MEMBER

Job Summary:

Responsible for coordinating all office activities, to include handling foot traffic into the office, answering incoming telephone calls, and all other administrative functions. Will dispatch officers for service calls, accurately documenting each call utilizing our computer-aided dispatch program. In the event of an emergency, they may be asked to activate the College’s emergency notification system. They will have internal and external contacts with students, faculty, and visitors, regularly multitasking while communicating in a positive, calm, and professional manner. Will handle the monthly billing for the college’s motor pool, and oversee the daily maintenance of the fleet and schedule appropriate repairs and services. Will administer the distribution and collection of fleet keys for college approved trips.

ESSENTIAL FUNCTIONS:

1. Coordinate and be responsible for incoming communications – phone calls, emails and foot traffic – to the Department of Public Safety, ensuring appropriate information gathering and delegating/dispatching for proper attention and resolution.

a. Deescalate agitated callers/visitors as appropriate while gathering all relevant information for next steps.

b. Provide oversight for 12 to 15 student dispatchers. Review work schedules and arrange for training for student employees.

2. Manage and post daily activities requiring patrol officers’ attention. This includes all requests made to Public Safety for both routine and special events.
3. Overall management of the parking program. This includes ordering and issuing parking permits to faculty, staff and students, and processing traffic citations. Must also maintain accurate records of permit/vehicle information.
4. Verify and assign access to students and faculty/staff for campus resident housing and administrative buildings, as required. Manage the access control system to insure it is operating correctly.
5. Prepare payroll for Department employees (this includes staff and student workers). Coordinate with student supervisors when preparing payroll.
6. Prepare monthly billing information for the Business Office.
7. Provide administrative support to Department of Public Safety personnel. Will maintain the schedule for the Director, assisting the Director as needed.
8. Disseminate notices to department personnel and the campus community as directed.
9. Assist in planning of special events, to ensure patrol group has all necessary information and materials needed to effectively complete assignments.

ADDITIONAL RESPONSIBILITIES:

1. Stimulate morale and foster mutual cooperation among fellow employees.
2. Maintain a high level of credibility with co-workers and keep the Director informed of all issues and communications.
3. Provide information or directives to co-workers from the Director emphasizing the intent and significance of such communication expressed by the Director.
4. Recommend and implement techniques to improve accountability, increase efficiencies, cut costs, take advantage of opportunities, and maintain state-of-the-art practices.
5. Act within the scope of authority and consistent with College objectives, guidelines, policies and practices.
6. Perform other related duties consistent with the position.

education, experience, SKILLS & KNOWLEDGE:

1. Completion of a level of education equivalent to a High School Diploma; administrative and computer courses desirable.

a. Proficiency with Microsoft Word and Excel and experience working with data and with databases.

b. Strong written and verbal communication skills.

2. Minimum of 2 years of experience in a busy office setting, serving many customers each day and responding to and helping to solve a wide variety of issues, concerns and complaints.

a. Gets along with diverse personalities, tactful and flexible.

3. Sensitivity to confidential issues.

a. Previous experience in security work or similar exposure to the public is desirable.

4. Proven work in crisis situations.
5. Strong analytical and reasoning skills.
6. Well organized and detail-oriented.
7. Able to work independently on multiple projects and comfortable performing multifaceted projects in conjunction with normal activities.
8. Results oriented; ability to balance routine work with other organizational considerations.

Working Conditions:

1. This position operates in a professional office environment.
2. Requires the use of standard office equipment such as computers, telephones, copiers, fax machines, etc.
3. Will work indoors, in a temperature-controlled environment.
4. Some calls and situations will be stressful, as is the nature of the work done in the office.

Work Schedule:

Monday through Friday – 8:30 a.m. – 4:30 p.m., additional hours may be required.