Secondary Employment Specialist na Clay County Sheriff's Office (FL), FL

About the Department

The Secondary Employment Specialist is responsible for maintaining and updating personnel and vendors in the secondary employment application. The incumbent must maintain electronic scheduling and coordinate special detail assignments. 

Position Duties

• Audits and processes invoices for payment, ensuring all information is correct and complete prior to submitting the invoice for payment.
• Prepares invoices or other billing documents in accordance with agency policies/procedures to help ensure timely receipt of funds for services/products rendered.
• Prepares, analyzes, reconciles and distributes authorized routine and/or special request computerized reports in a timely manner.
• Works with other agency members assigned to special detail, regarding matters of accounts receivable and accounts payable pertaining to contracts signed under the special details program.
• Performs all job tasks in accordance with agency policies and regulations, applicable DJJ rules and regulations, FMJS requirements and applicable state/federal laws, policies or procedures.
• Completes daily, weekly, monthly, and/or annual reports as required.
• Creates a detailed daily/monthly calendar for scheduling purposes, appointment keeping, and/or tracking of office personnel for designated superiors as requested.
• Elicits all pertinent information from funeral escort requester ensuring that the information is communicated to the appropriate personnel in a timely manner and the escort is arranged in accordance with agency policy.
• Determines the personnel hours needed for specific details and contacts the appropriate member’s agency wide for assignments in a timely manner.
• Calculates hours due officers on extra duty or special detail assignments and verifies the hours worked prior to submitting the information to fiscal clerk for payment.
• Compiles accurate employment information for agency members who wish to participate in the special detail employment program.
• Prepares special events security schedules and assignments, and submits the hours worked for special events/assignments to the accounting department in accordance with agency policies.
• Creates a template for the Finance department to bill employers for CCSO fees.
• Performs typing and/or personal computer keyboard tasks in a timely manner, meeting or exceeding all agency quality standards and requirements for correct words per minute.
• Attends meetings as directed.

• Processes applicable incoming and outgoing documents and/or files in a timely manner consistent with supervisory direction and/or agency policies/procedures.

• Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team.
• Reports identified or potential maintenance, safety, and/or non-compliance findings, hazards, and incidents to the appropriate personnel and/or department. 
• Timely completes all assignments, special projects, and budgetary requirements (if applicable) as directed, adhering to applicable agency policies.
• Adheres to leave and attendance policies, including punctual arrival and completing full shifts. Informs the supervisor about illness or untimely incidents, reports overtime hours worked, and timely submits timesheet, attendance, and leave requests.
• Regularly checks assigned mailbox, phone calls, PowerDMS, and email messages, responding promptly and professionally. 
• Makes assigned chain of command aware of anything noteworthy. 
• Responds to supervision, guidance, direction, and feedback from executive staff and superiors in a receptive manner and in accordance with agency policies. 
• Conducts themselves in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics, and demonstrates a courteous and professional image when engaged in any activity with the public. 
• Cultivates positive working relationships with colleagues and other agency units to enhance work area output and services in line with agency policies. 
• Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and coworkers.  
• Actively participate in job-specific training. 
• Operates and performs minor repairs for office equipment to manufacturer’s specifications and/or within the specified parameters pursuant to agency policies. 
• Performs other duties as assigned.

Minimum Qualifications

Minimum Education, Experience and Requirements:

• One (1) year of relevant work experience.
• High school diploma or equivalent
• Proficient in Microsoft office products
• Speak and understand the English language
• The following items (or authorized equivalents) may be required at various steps in the application process: 
  1. Driver's License
  2. Birth Certificate
  3. Social Security Card
  4. Form DD214 for all periods served in the military
  5. GED or High School Diploma and Sealed Transcripts from the highest level of education
  6. FDLE Authority for Release (notarized)

Certification, Licenses and Registrations Requirements:

• None specified.

Other Qualifications

Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions. 

Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1^st of the month after a full 30 days worked. For more information on benefits, please visit https://www.claycountygov.com/government/personnel-services/employee-benefits. 

The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy. 

Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date.

If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team at [email protected]. 

All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories). 

Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.

Reapplication/Retesting of discontinued or disqualified applicants is available after 365 days.  

This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at https://www.claysheriff.com/departments/employment/.