Police Support Services Coordinator Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of the Support Services Commander performs skilled work of average difficulty and responsibility related to the coordination of maintenance and repair of the police vehicle and equipment fleet, facilities and grounds, and information technology hardware componentry (IT).  The Support Services Coordinator shall possess a general knowledge of automotive and related equipment, facilities and grounds, and IT hardware in order to communicate effectively for needed repairs with the City’s Facilities Management, Fleet Management, and Information Technology divisions.  Must be capable of exercising good judgement and individual initiative in handling routine work and special assignments. Position also requires performing clerical functions and record keeping utilizing computer based programs including; but not limited to, Microsoft Office products.

EXAMPLES OF DUTIES

A.     ESSENTIAL FUNCTIONS

Documents user complaints and requests for maintenance and repairs on police vehicle and equipment fleet, facilities and grounds, and information technology hardware.

Generates/Coordinates/Completes work orders, service tickets, or other required  documentation for requesting maintenance and repairs to police vehicle and equipment fleet, facilities and grounds, and information technology hardware.

Maintains records and reports, and work request orders as required for the efficient performance of work repair.

Creates support services status reports as required.

Updates user(s) on status of maintenance requests and repairs.

Coordinates and schedules usage of the police fleet motor pool vehicles and equipment.

Coordinates movement/delivery/transport of vehicles for service/repair. Requests on-site work when and where applicable.

Maintains inventory of vehicle related accessories and equipment; i.e. video systems, radios, and other items as needed.

Coordinates the repair/replacement of vehicle related accessories and equipment.

Maintains and coordinates the police fleet “Spare Key” program.

Performs routine building inspections of department facilities and grounds and reports needed repairs to the Facilities Management Division.

Coordinates requests for building maintenance and repairs.

Responsible for ensuring standby generator(s) are running during weekly testing (Apollo and Babcock.)

Performs monthly fuel tank inspections as required by DEP.

Maintains the generator fuel inventory and orders fuel from approved vendor as needed.

Coordinates all required maintenance of standby generator(s) with Facilities Management and outside vendor as needed.

Coordinates the repairs and/or relocation of police department information technology hardware system components (except for 911 Call Center) with Information Technology Division.

REQUIREMENTS

A.   TRAINING AND EXPERIENCE

High school diploma or GED supplemented by five (5) years of work experience as a fleet vehicle coordinator and/or building manager or an equivalent combination of training and experience in the coordination of a large fleet operation and/or building maintenance management. Experience in both the automotive maintenance and building maintenance fields preferred but not required.

Must possess and maintain a valid State of Florida Driver License without restrictions except corrective lenses, or possesses a valid out-of-state license and/or obtain a State of Florida license within 30 days. Must successfully complete a criminal records check, driving record check, and a background investigation.  Must not have been convicted of a felony crime or misdemeanor involving perjury or false statement in any jurisdiction.

B.    KNOWLEDGE, SKILLS AND ABILITIES

Ability to establish and maintain effective working relationships with City Departments/Divisions, Co-Workers, and other City personnel.

Ability to multi-task and prioritize numerous projects/events in an efficient manner.

Ability to operate modern office equipment such as: a computer, calculator, copy machine, digital camera, and fax machine.

Ability to operate software programs such as Microsoft Office products, and other software/web based programs used by the department and/or City.

Ability and willingness to develop and/or learn new processes, procedures, and software systems as required.

Knowledge of occupational hazards and safety precautions of the automotive and building trade.

General knowledge of automotive mechanical terminology.

General knowledge of building maintenance terminology.

General knowledge of computer hardware terminology.

Ability to create and maintain accurate and complete work order requests, either written or electronically to submit to other divisions for requested repairs.

Knowledge of procurement and purchasing procedures.

Ability to understand and follow oral and written instructions.

Ability to understand and use mathematical formulas.

Must have legible handwriting skills.

Ability to work regularly scheduled hours and overtime as needed and dictated by workload or for emergency response.

Ability to make timely and appropriate decisions under emergency circumstances based on technical standards, criteria and policies.

Ability to speak clearly and concisely in a well-modulated voice.

Ability to accurately maintain data files.

Ability to talk on a telephone and type on a computer keyboard at the same time.

C.    PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear and understand conversation in a normal tone of voice in person and over the telephone.

Ability to see and read printed material; understand detailed parts list, work order, and manuals. Read a computer screen.

Ability to see and read letters, numbers, words, characters/symbols, which are both large and small, as well as identify colors.

Must have physical dexterity to operate a computer keyboard.

Ability to communicate with people of different skill levels – both on the telephone and in person; describe in great detail various items needed for repair.

Ability to stay in a standing position for extended period of time while inspecting vehicles and equipment for repair, reporting, or maintenance needs. Walk around Department’s buildings or parking areas as needed.

Ability to go from a standing position to a bending, squatting, or kneeling position while inspecting units for repair or maintenance needs.

Ability to print and draw letters, numbers, words, characters/symbols, must be legible and understood by others.

Ability to operate motor vehicles and equipment (i.e. automobile, pick-up trucks, vans, etc.…)

Ability to carry items which may weigh between one (1) and fifteen (15) lbs. for a distance of ten feet or less.
Obtain and record accurate information by means of conversation.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position, activities, and requirements - Management reserves the right to modify, add/remove duties an assign other duties as necessary. This job description does not constitute a written or implied contract of employment.

09/16/2016