Administrative Specialist

About the role

The UC Santa Cruz Police Department seeks to hire an Administrative Specialist to provide administrative support in areas that are essential to the operations of the Police Department.

Responsibilities

• Purchasing Administration: Research technical and specialized equipment purchases; order equipment and supplies ensuring adequate stock. Purchase approved supplies and services. Prepare BANNER forms (e.g. pre-requisitions, direct payment, purchase authorization, travel request, etc.). Renew annual Purchase Orders. Close open encumbrances when purchase transactions are completed, or quarterly. Gather and analyze financial and other resource data; prepare reports or analyses of operational activities, evaluate current and proposed services. Resolve problems with vendors or campus units regarding purchases. Function as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Maintain departmental files related to general ledger transactions. Assist with travel arrangements for employees; explain policies to employees and ensure adherence to travel policy. Prepare pre-travel and post-travel expense reports, verify expenses, and provide the campus with all necessary/required back-up information and documentation. Use CruzFly to reconcile travel and purchase expenses.
• Fiscal Support: Maintain databases used for tracking payroll, overtime, recharges, uniform allowances, and other departmental expenses. Conducts trend analysis and makes recommendations. Process recharges and journal entries for planned and unplanned events, ensuring that forms have been submitted; verify accuracy of charges and resolve problems associated with payment or billing. Verify charges from other departments (e.g. Information Technology Services (ITS), Fleet Services, Physical Plant) and vendors. Monitor the general ledgers, ensuring expenditures are accurate, revenues are received, and proper account numbers and activity codes have been used. Resolve discrepancies in a timely manner. Adhere to campus financial and personnel policy and communicate with managers on options for action and compliance. Assist with budget preparation, expenditure tracking, recharge proposal development, and review. Assist with Fiscal Closing activities as assigned. Bill other agencies for mutual aid support, workshop charges, and other services performed by the department. Train staff on new fiscal procedures and policy implementation. Assist unit staff with understanding of and compliance with University financial policies and procedures. Deposit funds into appropriate accounts, adhering to campus and University of California Office of the President (UCOP) policies. Maintain departmental files and records in accordance with disposition guidelines.
• Payroll/Personnel: Accurately apply human resources policies and procedures, collective bargaining agreements, and communicate to staff as needed to facilitate compliance in accurately applying time and attendance policies. Apply the unique timekeeping requirements for sworn personnel using campus manuals, Police General Orders and University-wide Police Policies and Procedures manual, and communicate to staff as needed to facilitate compliance in accurately applying time and attendance policies. Perform duties of the Time Sheet Coordinator, updating employee schedules within CruzPay, and adhere to deadlines for submission of time sheets, leave records, and supporting documentation. Collect and verify the accuracy of the documentation and then submit the information within campus deadlines. Serve as a liaison with Staff Human Resources to reconcile employee time and attendance reporting by using the web-based enterprise time and attendance system (CruzPay) or other approved reporting systems. Research and resolve discrepancies and problems relating to the proper completion, collection, and retention of time records. Maintain and manage personnel files relating to department time reporting and other fiscal matters. Prepare forms for the recruitment, separation, or promotion of personnel. Prepare new hire packet for supervisors. Ensure that all forms have been properly completed and forwarded to the Chief of Staff & Administrative Manager in a timely manner. Assess and recommend changes to maintain compliance with federal and state requirements and internal policies. Compile data and records as requested during various audits. Ensure accuracy of records and financial files and that all appropriate documentation and authorizations are maintained for compliance with federal and state agencies and university regulations.
• Administrative Operations: Provide administrative support to the Chief of Staff & Administrative Manager, Chief, Captain, and Lieutenant in the areas of correspondence, scheduling meetings, reserving meeting space, liaison, and problem-solving. Coordinate and maintain departmental accreditation files required for International Association of Campus Law Enforcement Administrators (IACLEA) standards. Ensure guests and visitors are routed to the appropriate department and issue visitor badges as required. Lead and train student ambassadors/interns. Report to work during emergencies or critical incidents. Collect and maintain data required by the Federal Emergency Management Agency (FEMA), California Offices of Emergency Services, and the university. Locate and procure emergency supplies. Provide administrative and logistical support to the Chief of Staff & Administrative Manager and Chief of Police in the Emergency Operations Center (EOC). Provide administrative support for special events and critical incidents (e.g. Purchasing, Material Management, college CPSs and CAOs, Physical Plant, and Housing, etc.). Independently drive and travel for training, events, and meetings both locally and within the State of California. Travel for training and meetings within the State of California.
• Facilities/Equipment Inventory/Space Planning: Administer facilites and space logistics and manage equipment needs. Maintain equipment inventory list issued by Material Control, and perform yearly inventory. Track maintenance schedules for specialized equipment; arrange for repairs and maintenance. Anticipate needs and delivery of services. Surplus unused equipment working with Sales and Surplus to ensure the best price is received for specialized equipment. Maintain a list of departmental equipment. Work with supervisors within the department to issue equipment to employees; maintain a list of equipment issued to individual employees and ensure all equipment is turned in when an employee separates. Develop systems for storage of equipment; ensuring proper care is taken of departmental goods. Ensure the departmental vehicles are registered with the California Department of Motor Vehicles (DMV) on time. Work with Fleet Services to resolve administrative type problems with the department vehicles. Track keys issued to the Police Department and keys issued by the Police Department. Prepare Physical Plant work orders as requested and follow up on work being done. Train and provide Department Ergo Assessments for the ErgoCruz Program to all staff.

Qualifications

• Bachelor's degree in related area and/or equivalent experience/training.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally.
• Demonstrated ability to communicate effectively orally.
• Solid computer skills, including proficiency in Microsoft Office Suite.
• Ability to work independently and prioritize tasks.
• Strong organizational and time management skills.
• Ability to work flexible hours, including evenings and weekends.
• Ability to handle confidential information with discretion.
• Ability to work in a fast-paced environment.
• Ability to work with diverse populations.