Salt Lake City

  • OFFICE FACILITATOR II NON UNION (May be under filled)

    Requisition ID
    2019-4426
    Department
    POLICE
    Minimum Salary
    USD $17.03/Hr.
    Maximum Salary
    USD $23.63/Hr.
    Location
    US-UT-Salt Lake City
  • Overview

     

    Announcement: The purpose of this posting is to establish an eligibility list for current and future openings. This position is open until filled.  First application review will occur on Tuesday, November 12, 2019 at 8:00 a.m.  Only applications received prior to this time will be included in the initial review.  This position is subject to close at any time after that date without notification. 

     

    The Police Department is looking for an Office Facilitator to provide administrative and secretarial support to divisions and collegues.  Responsiblities will include researching complex topics, policies and practices as needed to facilitate operational goals. Advises team leaders and others on developments which are important to or may impact the division. Prepares payroll, collects data, exchanges information, answers phone, greets and screens visitors.   Relieves management of administrative routine by handling such items as minor purchasing, inventory, petty cash, travel, and meeting arrangements and schedules.

     

    This is position may be grant-funded and comes with a generous benefits package to include:  

     

    • Medical+HSA/Dental/Vision/Life Insurance
      • Medical Premium is only $9.11 bi-weekly for a single coverage and $27.33 bi-weekly for family coverage
    • Paid time off
      • 12 vacation days + 11 paid holidays + 5 paid personal days
      • Six weeks of paid parental leave to all new parents
    • Tuition Reimbursement up to 4k dollars a year
    • Pension or 401K with 10% of salary contributed by the city, no match required
    • Dedicated Wellness Clinic for employees and their families
    • Discounted Auto/Home/and Pet Insurance
    • Employee Assistance Program
    • Training and Development

    As noted above, this position may be funded by a grant.  Each grant has a specific end date, meaning employment would end by no later than the grants end date. However, if additional grant funding is secured, your employment may be extended.

    Responsibilities

    • Acts as liaison with other departments, divisions, outside agencies, committees or boards. Develops and maintains confidential and non-confidential files.  As needed, performs duties of private secretary for department or division head.   
    • Prepares various statistical and budgetary reports. Researches topics or issues, collects and tabulates data, and composes/word-processes narratives and spreadsheet presentations.  Performs bookkeeping duties to monitor budget expenditures, petty cash, supply inventories and other accounts. Orders and distributes equipment, supplies and furniture.  Prepares requisitions, receives and checks purchase orders.  May make bank deposits.
    • Performs secretarial and clerical functions for division or work unit. Writes reports, using own analysis of project data. Composes and types correspondence including confidential and legal documents.  Authorized to respond in writing on behalf of division.   Types memoranda, reports, forms and other materials from rough draft, final working draft, notes, dictation notes, tape recorder or Dictaphone.  Assembles, takes and prepares minutes, agendas or other reports.  Makes travel arrangements, sets meetings and schedules conference rooms.
    • Performs duties of timekeeper and payroll preparer.   Maintains accurate records of hours worked, secures timesheets, calculates overtime, comp time, callout, callback, shift differential and benefits accrued.  Prepares related payroll reports and various personnel action forms, and coordinates with Human Resources to assure compliance with City policy and procedure, union contracts and compensation plans.  Maintains job description file.          
    • Coordinates with Workers Compensation division to provide information on cases as requested.
    • Maintains database of departmental facts and information. Responds to various surveys from associations and other agencies.
    • Staffs various committees as needed, may supervise clerical staff, and performs other related duties as required.

    Qualifications

    Office Facilitator I:
    • Graduation from high school or equivalent and four years’ experience related to project management and office support, including one year experience in research or accounting/bookkeeping, data collection, analysis and presentation prepared on spreadsheet software. Successful completion of post-high school study in related subjects may be substituted for experience on a year-for-year basis.
    • Ability to plan and organize work, relate well with all internal and external customers, and function as an effective team member.
    • Demonstrated proficiency in use of computers to prepare letters, reports and spreadsheet analysis, and the ability to operate standard and specified technical office equipment.
    • Ability to accurately schedule appointments, develop and maintain complex filing systems, and keep orderly records.
    • Ability to maintain positive and effective working relationships and communicate effectively, orally and in writing, with Department management, supervisors, professional peers, other employees, and the general public.
    Office Facilitator II:
    • Graduation from high school or equivalent and six years’ experience related to project management, data management and office support, including two years experience in research or accounting/bookkeeping, data collection, analysis and presentation prepared on spreadsheet software. Successful completion of post-high school study in related subjects may be substituted for experience on a year-for-year basis.  Related subjects may include but are not limited to: Office or business administration, public administration, finance, accounting, economics, business writing, computer science, and community or public relations.
    • Ability to plan and organize work, relate well with all internal and external customers, and function as an effective team member. Verbal and written communication skill.
    • Proficiency in use of computers to prepare letters and reports, and perform spreadsheet analysis. Ability to incorporate spreadsheet and word-processing tools in report presentation. 

    Desired Qualification:

    • Cash handling experience.

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