JOB
Under the leadership and guidance of the Chief of Police, the Administrative Specialist will perform professional administrative services for the Police Department. This position requires attention to detail and strong skills in customer service, professionalism, organization and multi-tasking. Working knowledge of procurement regulations, inventory management practice and ability to strictly adhere to Federal, State, County and City statues is essential. This position provides primary administrative support to the Chief of Police. ESSENTIAL DUTIESTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.Acts as administrative leader for the Panama City Police Department team. Communicates with citizens, leadership, other departments and team members on behalf of the Chief of Police in a professional and effective manner consistent with the guidelines as set forth by the Chief of Police. Relieves the department leadership of clerical based duties and operational administrative matters. Produces professional and accurate material regarding the activities and Department for dissemination to the general public.Coordinates meetings, calendars, conferences, travel and appointments for the department leadership.Takes and transcribes difficult technical dictation including minutes and memos generated from these dictations. Prepares professional level reports and records including tracking of spending, memos and letters. Monitors Performance Evaluation Program for completion and timeliness. Tracks all performance evaluations and counseling documentation.Takes calls and answers inquiries in a professional, cooperative and efficient manner. Opens, sorts and manages mail and deliveries for the team. Composes correspondence independently and assists leadership in responding to the correspondences. Assists in processing accounting documents including purchase orders and check requisitions.Processes all materials for meetings including preparation and coordination. Plans, schedules and prepares for recognition, training and other events within the Department.Maintains official records including training and personnel files. Maintains proper and effective flow of communications for the department. Prepares special reports including spreadsheets and necessary supporting documentation.Arranges and schedules travel arrangements for leaders. Maintains the office spaces including ordering, organization, storage and cleanliness.Performs other duties as required.KNOWLEDGE, SKILLS AND ABILITIESExceptional ability to communicate in a professional, efficient and effective manner both orally and in writing. Knowledge of modern office practices and procedures including ability to train and assist others.Skills in the use of Canva, Adobe Creative Suite, Photoshop and other related software products to build basic products necessary for team. Possess strong research skills and ability to search out solutions and resources to overcome challenges.Skills in social media platforms, design production and related platforms.Knowledge of the responsibilities and nature of highly confidential administrative work.Strong skills in Microsoft Office products (Word, Excel, Power Point and Outlook). Ability to learn and utilize third-party software in an independent and efficient manner. Ability to establish and maintain professional, cooperative, team focused and effective relationships with team members, other agencies, other departments, leaders and the general public. Strong knowledge of business English, spelling, punctuation, proof reading and basic arithmetic.

EXAMPLE OF DUTIES
Graduation from high school or possession of an acceptable equivalency diploma. Associates or Bachelor’s degree in business, public administration or related field preferred.Five (5) years’ experience in administration preferred. Valid driver’s license.A comparable amount of training or experience may be substituted for the minimum qualifications.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Summary: Occasionally - Lift/Carry: 20-35 - lbs., Push/Pull: 20-35- lbs., Kneel, Climb, Crawl, Reach above Shoulder and Reach Outward, Drive Frequently - Lift/Carry: 20 lbs or less., Push/Pull: 20 lbs or less., Bend, Twist/Turn, Stand Constantly - Hand/Fine Motor Skills, Walk, Sit, Type/Keyboard