Position Title: Dispatcher/Administrative AssistantInstitution: Protestant Episcopal Cathedral FoundationDepartment: SecurityPosition Type: Full-time/Non-exempt, 12 monthsSalary: $20-24/hour, depending on experienceReports To: Director of SecurityDate: September 6, 2024Job Summary:Under the general oversight of the Director of Security, the Dispatcher/Administrative Assistant provides dispatching and administrative services for the PECF Police department. The dispatch function includes operating the communication desk two-way radio, coordinating officers' field activities, monitoring alarm and surveillance systems, answering phones, and documenting department activities. This position is also responsible for providing administrative support to the Director and Assistant Director assisting with scheduling and meeting preparation, reviewing and processing invoices and receipts, and preparing credit card and other reports. The person in this position will process and issue IDs and parking permits, and coordinate parking requests and maintain accurate records of same. The Dispatcher/Administrative Assistant will act as a central point of contact for the department.Duties and Responsibilities:
- Answers incoming calls and communications and provides information and guidance when needed.
- Coordinates response and delivery of received information and dispatches and deploys staff, vehicles, and/or units based on communications received.
- Adeptly uses multi-line telephone system, mobile phones, two-way radios, and other communications methods and networks.
- Monitors access control, fire alarm, and security surveillance systems. Send messages via department email and make emergency notifications via Alertus system when circumstances require.
- Serves as central point of contact for Foundation Police department to ensure the department administrative operations are conducted in an efficient, timely, accurate, and customer focused manner.
- Reviews invoices and receipts or services contracts, ensuring accuracy prior to payment. Researches and corrects errors and inputs data in billing system for payment.
- Oversees, and assists with the timely processing of ID and access cards and parking permits. Maintains accurate data on systems.
- Manages parking requests and serves as liaison to parking management vendor.
- Oversees filing system and manages data. Ensures copies of all transactions are completed and filed.
- Oversees and coordinates payroll processing for the department; maintain PTO documentation requests, time sheets, and reports.
- Maintains and orders department supplies.
- Submits maintenance and technical support requests when needed.
- Other duties as assigned.
Minimum Qualifications:
- Associate's degree or an equivalent combination of education and experience; three to five years' experience in administrative/office setting or an equivalent combination of education and work experience.
Knowledge, Skills, Abilities:
- Excellent interpersonal and communication skills. Helpful, friendly attitude and pleasant telephone manner. Ability to establish and maintain effective relationships with department heads, peers, vendors, and staff.
- Strong analytical skills and excellent attention to detail.
- Excellent problem-solving and decision-making abilities. Ability to adapt to changing situations.
- Excellent computer skills with strong proficiency in Microsoft Office, especially Word and Excel. Willingness and ability to learn additional programs.
- Ability to understand and interpret vendor invoices, contracts, and other requests for payment.
- Ability to organize workload and set priorities in accordance; ability to handle multiple tasks.
- Ability to meet deadlines with proven record of accuracy.
- Ability to function with tact and diplomacy while under pressure.
- Ability to maintain confidentiality of sensitive information.
Working Conditions:
- Typical workdays are Monday through Friday 8 am to 4:30 pm with a 30-minute lunch period. Evening and weekend may be required as emergency or other high-profile events dictate.
- The position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending and stooping in the performance of daily activities.
- Work in the office environment is primarily behind a desk, and frequently includes the operation of a computer. The employee may move about within the facility to access file cabinets, documents, office machinery, and other equipment.
- Infrequently, work may require bending, crouching, and/or carrying various objects, and operating assigned equipment.
- Must be willing to adhere to rules and regulations governing this department.
- Must be capable of performing all job functions and any duties as assigned with reasonable accommodation.
Work Schedules, Leave, etc.
- This is an hourly, non-exempt position based on a 40-hour work week. The normal workday is eight hours however circumstances may dictate variation from this.
- Earned annual leave for extended periods will normally be granted during the months of June, July, and August. All leave is approved at the discretion of the Director of Security.
- Must maintain a working mobile telephone number and notify Director of Security of any changes immediately.