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Police Administrative Specialist

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Police Administrative Specialist

Salary

$25.26 - $27.00 Hourly

Location

Boca Raton, FL

Job Type

Full-Time

Job Number

04361

Department

Police Services

Division

Community Services 22/07001

Opening Date

07/28/2025

Closing Date

8/1/2025 11:59 PM Eastern

FLSA

Non-Exempt

Bargaining Unit

+ Description

+ Benefits

+ Questions

General Statement of Job

Performs difficult skilled administrative work and high-level technical work administering payroll. Additional work may include purchase requisitions, special purchase orders, receiver notifications, coordination of vendor related activities, uniform reimbursements, recipient of deliverables; does related work as required. Work is performed under general supervision.

Essential Functions

+ Prepares statistical reports for supervisors.

+ Maintains pay, leave, status change, deductions and related payroll records, including time pool donations.

+ Make changes to payroll file; updates payroll related files.

+ Prepares payroll records including deduction records and related payroll reports.

+ Compiles and processes payrolls and deductions.

+ Prepares bi-weekly payroll for employees; prepares payroll time sheets for signature; distributes paychecks.

+ Checks time sheets for accuracy, reasonableness and compliance with union contracts, Federal, State and City policies; makes necessary corrections.

+ Enters leave and time earned on appropriate forms; transfers payroll exceptions and totals payroll on forms; including disabilities, FMLA, and military leave maintenance.

+ Tabulates trial balances for payroll; prepares payroll forms and transmits payroll deductions.

+ Prepares special event pay.

Related tasks:

+ Coordinates all purchasing related functions including purchase orders, receivables, acts as a liaison for all vendors, coordination of uniform reimbursements and all deliverables.

+ Prepares requisitions, special purchase orders and purchase orders for purchases.

+ Assists with budget forecasting and preparation as needed.

+ Acts as backup for secretarial staff as needed with typing, giving information and answering questions on telephone or for public.

+ Composes correspondence as needed.

+ Prepares letters for hiring, firing, interview requests, resignations, retirement, reprimand, etc.

+ May maintain department employee personnel files.

+ Checks and verifies items received and processes invoices for payment.

+ Performs related tasks as required

+ Preparation of FEMA reports, payroll, damage

+ Signature authority $2,500

+ Charge card purchasing

Knowledge, Skills and Abilities

Knowledge of:

+ The payroll system and benefit program administration

+ Bookkeeping terminology and methods

+ Applicable collective bargaining agreements

+ Standard office procedures, practices and equipment

Skilled in:

+ The use of data processing equipment

Ability to:

+ Establish and maintain effective working relationships with City officials, associates, and the general public

+ Follow detailed and written instructions

+ Type accurately at the rate of 40 WPM

+ Pass clerical test at time of application

+ Prepare payroll and financial records and reports

Minimum and Preferred Qualifications

+ Any combination of education and experience equivalent to graduation from high school.

+ Three (3) years of administrative office support.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

+ Criminal Background Check

+ Employment Verification

+ Education Verification

+ Reference Checks

+ Motor Vehicles Report (MVR) Check

+ Credit Check

+ Fingerprinting

+ Polygraph

+ Neighborhood Check

+ Drug and Alcohol Screen

SPECIAL REQUIREMENTS:

+ Possession of a valid State of Florida Class "E" driver's license with no more than six (6) points in a three (3) year period.

The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

BENEFITS SUMMARY

Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of ServiceAccrual

0 to 5 full years8 hours per month

5 to 10 full years10 hours per month

10 to 15 full years12 hours per month

15 full years and over14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of servicePercentage

Less than 2 full years0%

2 to 5 full years10%

5 to 10 full years20%

10 full years or more30%

Retirement (normal, early or disability)50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.

Year of ServiceBenefit

5 to 10 full years$600 annually

10 to 15 full years$800 annually

15 full years and over$1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

+ An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.

+ An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.

+ The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.