Position Type:
Secretarial/Clerical/CLAS - 7765 - ADMINISTRATIVE ASSISTANT III

Date Posted:
9/14/2021

Location:
ITS ABOUT KIDS SUPPT SERVICES

Date Available:
21/22 School Year

Closing Date:
09/27/2021

Description:
Perform a wide variety of specialized and responsible secretarial and administrative support duties for a Director of Law Enforcement involving dispatching, maintaining the property-evidence room, and clerical support for the Department of Law Enforcement.

Job Summary:

• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to a Director level administrator; interpret and apply rules and regulations as appropriate; perform duties to assist with administrative detail as appropriate.
• Coordinate communication between the Director and District administrators, personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems.
• Greet, screen, and direct office visitors.
• Research, review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.
• Prepare and maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records.
• Creates and maintains telephone, and alarm logs of all law enforcement communications activity and assignments, as well as monitor all alarms.
• Receive telephone calls, documenting on a phone log, and distribute messages.
• Receive and respond to emergency and non-emergency calls from the public, schools administrators and staff, and other law enforcement or emergency agencies. Determine the priority of calls and dispatches required units and/or agencies accordingly.
• Maintain status and locations of all law enforcement officers.
• Schedule meetings, conferences and appointments for the Director; maintain the Director's calendar; arrange travel accommodations as necessary.
• Compile information and data for a variety of reports; organize type and print reports and other written materials related to assigned office functions.
• Coordinate and compile Board Agenda materials.
• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents.
• Operate a computer terminal and microcomputer to maintain records and generate reports, lists and other materials; utilize word processing and other software as required.
• Receive process and route mail; order, issue and maintain department supplies, forms and equipment.
• Maintain current knowledge of routes and locations to assure timely services and accurate information.
• Maintains key-control records and accountability for all keys.
• Train and provide work direction to departmental clerical support staff as assigned; monitor office workflow and assure compliance with established time lines, procedures and standards of quality.
• Monitor emergency situations, e.g. bomb threats, gas leaks, inclement weather, etc. and notify appropriate authorities according to policy.
• Keeps informed of department regulations, policies and procedures.
• Perform other duties as assigned.
• Maintain regular attendance.

Qualifications:
EDUCATION AND EXPERIENCE:

• High school diploma or G.E.D. Certificate and five years of responsible secretarial experience involving the use of word processing and record-keeping software.
• Must be at least 21 years of age.
• Has not been convicted of a felony or other crimes involving moral turpitude.
• One year radio dispatching experience is preferred.
• Attend job related training sessions conducted by department, school district and other agencies.

LICENSES AND OTHER REQUIREMENTS:

• Kentucky Telecommunicator certified (attend a live-in 4-week Dispatcher training academy).
• The full-time position requires attendance and successful completion of the Telecommunications Academy (135 hours) at DOCJT in Richmond, KY prior to or within the first year of employment. The candidate must stay on campus during the attendance of the academy. The full-time dispatcher must successfully complete eight hours of annual in-service training. The full-time position also requires the satisfactory completion of a personal background investigation, as well as suitability, polygraph and drug screening tests.
• This position also requires successfully completing training for CJIS "Inquiry Only" into local, state and national criminal history database and association telecommunications systems. Mandatory training will only be available Monday through Friday during daytime hours.
• Notary Public Commission required.

KNOWLEDGE OF:

• Modern office practices, procedures and equipment.
• Record-keeping and report writing techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communication skills.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Health and Safety regulations.
• Interpersonal skills using tact, patience and courtesy.
• Telephone and two-way radio operation and etiquette.
• Operation of a computer terminal and a variety of other office equipment including a computer, fax machine copier and other required equipment.
• Law enforcement terminology and procedures.
• Geography for schools/facilities operated and owned by FCPS.

ABILITY TO:

• Perform secretarial and administrative assistance duties.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Type at an acceptable rate of speed.
• Work independently with little direction, multi-task.
• Establish and maintain effective working relationships with others.
• Meet schedules and time lines.
• Cover shifts for other dispatchers as needed and serve on an "on-call" basis.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Think clearly and act quickly in emergencies.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Make arrangements for meetings and conferences.
• Schedule interviews with potential applicants for vacancies in the Department of Law Enforcement.
• Maintain a variety of files, records and logs.
• Plan and organize work.
• Provide work direction to others as assigned.

Working Conditions:

• Work is performed while standing, sitting and/or walking.
• Requires the ability to communicate effectively using speech, vision and hearing.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending, squatting, crawling, climbing, reaching.
• Requires the ability to lift, carry, push or pull light weights, up to 30 pounds

Application Procedure:
Apply online

Selection Procedure:

Grade: 16

Contact: Tracy Day (tracy.day@fayette.kyschools.us)