Department Assistant 3

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting.

Pay

The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data.

Benefits

• Comprehensive healthcare
• Retirement plans
• Tuition assistance
• Paid time off
• Winter recess

About the role

Working under general direction, the Department Assistant 3 will provide administrative support to five departments within the Case Western Reserve University division of Public Safety (Administration, Police, Communications, Fixed Post Security and Security Systems). Perform varied duties of an administrative/clerical nature requiring accuracy. Responsible for the efficient management of all office functions including customer service, special event management, scheduling, tracking, and reporting.

Responsibilities

• Office Management (20%)
  • Ensure smooth functioning of the division headquarters.
  • Serve as the initial point of contact for visitors to the headquarters building.
  • Control and verify building access, answer questions, and interact with contractors, vendors, and guests.
  • Manage the bike registration program, including issuing permits and maintaining accurate records.
  • Serve as point of contact for students in registering bikes and updating documentation for both Public Safety and Student Housing records.
• Communication & Coordination (20%)
  • Facilitate communications between the department and the university.
  • Act as Public Records request administrator for the division.
  • Serve as the division's primary point of contact for special event requests involving police and security officers.
  • Post, schedule, and coordinate coverage for all requested events.
  • Coordinate billing for coverage provided to both internal university and external users.
• Event & Meeting Planning (10%)
  • Organize and plan meetings, special events, and agendas.
  • Schedule events and coordinate catering and other event requirements for the executive director and other department members.
• Confidential Records & Reporting (15%)
  • Maintain confidential records, including data entry of criminal reports.
  • Ensure overtime forms are correctly filled out by officers and update the division’s overtime tracking board.
  • Process overtime pay.
  • Serve as an Automated Records Management System (ARMS) administrator for the division.
  • Ensure police and security reports are accurate and disseminate them as needed to internal university departments.
  • Review and audit reports within the system for accuracy and grammar.
  • Work with police and security supervisors to follow up on corrections as needed.
• Budget & Expenditure Management (10%)
  • Authorize routine department expenditures.
  • Prepare or assist in preparing budgets, reconcile monthly expense statements, and perform budget analysis/forecasting.
  • Verify expense reports.
  • Maintain headquarters inventory and order office supplies as needed.
  • Track divisional expenditures on internal (non-billed) overtime and share data with the executive director.
  • Make recommendations regarding overtime expenditures.
  • Assist other divisional personnel with budget tracking, identifying trends, and forecasting.
  • Work with Detective Bureau staff for internal/external billing for fingerprint/background check services.
• Public Records & Workflow Coordination (10%)
  • Receive and evaluate public records requests for division records.
  • Coordinate with other university departments, such as the Office of General Counsel, regarding the release of reports and records.
• Quality Assurance (10%)
  • Manage and maintain the division's quality assurance program.
  • Gather, store, and evaluate quality assurance questionnaires from both internal and external users of public safety services.
• Additional Duties (5%)
  • Perform other duties as assigned.

Contacts

• Department: Daily contact with divisional staff to maintain workflow.
• University: Daily contact with various administrative departments such as Risk Management, Student Affairs, and General Counsel to exchange information.
• External: Frequent contact with outside visitors, vendors, contractors, and public records requesters to exchange information.
• Students: Regular contact with student visitors and university EMS personnel stationed in the building to exchange information.

Supervisory Responsibility

This position has no direct supervision of staff employees but oversees general operations of clerical staff.

Qualifications

• Experience: 5 years of related secretarial experience required.
• Education: High school education required.

Skills

• Excellent communication skills, including:
  • Understanding written sentences and paragraphs in work-related documents.
  • Giving full attention to what others are saying, taking time to understand points being made, asking questions as appropriate, and not interrupting.
  • Communicating effectively in writing for the needs of the audience.
  • Conveying information effectively in conversation.
• Active learning: Understanding the implications of new information for both current and future problem-solving and decision-making.
• Proficiency in operating copy and fax machines, performing calculations, and producing documents.
• Ability to meet consistent attendance requirements.
• Ability to interact with colleagues, supervisors, and customers face-to-face.
• Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
• Strong customer service skills.
• Ability to function in a police and security department setting.
• Attention to detail in correspondence and documentation.
• Strong organizational skills.
• Problem-solving and analytical skills, including the ability to analyze multiple sources of data to reconcile the general ledger.
• Ability to deal effectively and sensitively with highly confidential and difficult personnel issues.
• Ability to meet deadlines under pressure.
• Ability to multi-task in stressful situations.
• Computer proficiency in relevant systems and databases, including ARMS, FileMaker, and Microsoft Office products.
• Demonstrated support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to staff policy on conflict of commitment and interest.

Working Conditions

Typical office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type.