Police Flight Administrative Support Specialist

This position is responsible for work involving general administrative support as well as business operations support.  Bargaining unit position.

This position is responsible for work involving general administrative support as well as business operations support.  Bargaining unit position.

An employee in this class is responsible for performing tasks of average difficulty, the greater part of which involves serving as the primary administrative support person and the coordination of the procurement of specialized materials, equipment, and parts, the storage of such items, and assisting with the subsequent issuance of such items. Under general supervision, the employee solicits quotes for specialized materials, equipment, and parts from authorized city supply and equipment vendors, coordinates the receipt and storage of the materials, equipment, and parts, and assists with tracking items that are issued to various maintenance and/or user personnel. The employee is required to exercise some initiative and independent judgment. Employees maintain inventory levels and all material procurement documentation. Work is reviewed in progress and upon completion through observations, submitted reports, and results obtained.

Serve as primary administrative support for the Flight division at the Police Aviation Hangar which may consist of answering phones, assisting with visitors, organizes documents, etc; updates records, prepares equipment for disposal, and arranges proper disposal via the FIN12 process.

Acts as an administrative liaison between other TPD divisions, City departments or other governing organizations; reviews and verifies work for accuracy and completeness; assists with budgeting process; completes requisitions and obtains purchase orders.

Supports the procurement process via contracts, bids, and Demand Star for Aviation, Marine, and Dive; supports the reconciliation of purchases.

Orders and tracks equipment, parts, and materials for specialized maintenance and repair, some of which must meet highly defined tolerances critical to maintaining an ongoing police operation.

Coordinates  with Tampa International Airport to ensure timely payment of certain fees.

Establishes and maintains effective communications networks with supply vendors, city purchasing, and stores for the process of procuring equipment, parts, and other maintenance materials; solicits competitive material and supply quotes from vendors; provides vendors with necessary parts and  equipment information to effect accurate and competitive pricing; and establishes contracts with other departments.

Maintains the aviation fuel farm documents and orders fuel; assists with receiving, storing, and issuing equipment, parts, and materials; prepares all forms and necessary purchasing documents on automatic inventory issues; performs all follow-up on equipment and parts orders not received in a timely manner.

Notifies user section supervisors when equipment, repair parts, or special-order items are received; monitors spare parts levels and orders all maintenance supplies not on the city's automatic inventory system as needed; assists in scheduling installation of wide basis.

Maintains material and equipment control records and related documentation; compiles spare parts 

listings for the library of equipment O & M manuals, materials, and parts product catalogs.

 

Partners with the purchasing department, revenue and finance, and asset tracking; creates and tracks the City FIN12 documents from creation to completion; may assist in the coordination of cannibalization of parts, recycling, or contractor pickups.

Interfaces with customers requesting service; starts documentation and refers to the technician for request fulfillment or resolution, works with customers and contracted vendors to schedule the installation and removal of equipment in and out of public safety vehicles and other relative facilities.

Operates, cleans, and performs minor adjustments and maintenance on various office machines.

Performs related work as required.

 

Considerable knowledge of: maintenance or operations functions of the designated area of assignment; principles, practices, and techniques employed in the process of material ordering and receiving; purchasing, material issue, and requisitioning practices and procedures.

Ability to: manage multiple projects simultaneously; identify and locate normal and unique stock items through vendors, manuals and supply catalogs, including parts for specialized municipal use equipment; establish and maintain effective working relationships with other employees and supervisors, and with suppliers and manufacturers when equipment, parts and materials are required on short notice; identify user needs and operating requirements for various operating or maintenance functions; coordinate and effect material receiving, stocking, and issuing.

Ability to lift 20-40 lbs., mostly sedentary, indoors, requires extended use of computer, typing, and viewing monitor.

Graduation from an accredited high school or vocational school and three (3) years of independent administrative support or secretarial experience to include keyboarding, use of varying applications and operation of computers; or an equivalent combination of related training and experience.

One (1) year of purchasing/procurement experience is preferred.

Possession of a valid Florida driver's license is required.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

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