911 District - 911 Program Coordinator

Job description

GENERAL DESCRIPTION Under the direction of the Division Manager – 911 Administration, assist in all aspects of the Abilene / Taylor County Emergency Communications District (9-1-1 District). This includes, but is not limited to, constant communication with all 911 District program customers and vendors, daily payment requests, submitting requisitions for purchase orders and other day-to-day administrative duties. Prepare board packets and record minutes for board meetings and assist with all district projects. SUPERVISION EXERCISED The 911 Program Coordinator position exercises no supervision. IMPORTANT AND ESSENTIAL DUTIES Board meeting preparation to include gathering information, organizing and assembling packets, and ensuring timely distribution to all intended contacts. Responsibilities also include preparing the meeting venue, managing presentations, recording the session, and capturing notes. Following the meeting, all board minutes will be recorded, finalized, and distributed in a timely manner. Manage, respond to, and ensure high quality, timely handling of all 911 addressing service requests across walk-ins, calls, emails, customer visits, and electronic submissions, including scheduling in person and remote appointments. Oversee and maintain the accuracy, quality, tracking, and completion of all addressing activities and documentation within the 911 addressing ticketing system, ensuring proper intake, review, and follow through on all calls and voicemails. General knowledge in Emergency Communications Center and 911 systems, including computer-aided dispatch (CAD) systems. To include addressing, location tracking, emergency services selection, routing, and dispatching. Research and review financial transactions for accuracy. Ensure corrections are implemented and maintain detailed, computerized records. Assist with grant management and compliance, including applying for grants, application of terms, reporting, requests, and accurately recording transactions. Assist with the 911 District’s procurement practice, to include initiating purchase requests, establishing purchase orders, tracking procurement activities, and accounts payable activities. Review and coordinate with Finance staff on all district revenues from the state, update various spreadsheets with current monthly information, review service fee remittance reports submitted by the various service providers serving the District and submit remittance payments to cashiers for deposit, send updates and correction requests as necessary, manage all invoices and payments to, ensure communication lists of service providers and taxing agencies are updated for service fee notifications. Proficiency in Microsoft Office Suite, SharePoint, and Teams. Working knowledge of ESRI products to review mapping tools and print required maps. Operate a City vehicle occasionally to travel to various locations that may require further location details such as GPS coordinates. OTHER JOB RELATED DUTIES Perform other job related duties and responsibilities as assigned. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: Principles and processes for providing outstanding customer service. This includes customer needs assessment, meeting quality standards for service, and evaluating customer satisfaction. Coordination and management of external vendors, including support and responsiveness provisions. Applicable Federal, State, City, and Department laws, policies, processes, and procedures. Skill to: Complete tasks and input information with accuracy, attention to detail, and minimal errors. Prioritize multiple tasks, projects and demands; track progress and react effectively to last minute changes. Effectively manage time, stay focused, and work independently with minimal supervision. Communicate clearly, correctly and concisely, both orally and in writing. Safely operate assigned City motor vehicles. Ability to: Communicate effectively with the 911 District Board, vendors, emergency personnel, and technology staff in providing goods and services for 911 systems. Actively listen by focusing on others, understanding their points, asking relevant questions, and avoiding inappropriate interruptions. Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally. Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do. Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect. Experience and Training Guidelines: For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through: Experience: One (1) year of experience in 911 or emergency communications systems and/or IT support, IT technical; support and/or systems administration is required. Three (3) years of experience in 911 system and/or IT support, IT technical; support and/or systems administration is preferred. Three (3) years of progressive experience in geographic, cartographic, 9-1-1 or a related field is preferred. Education/Training: A high school diploma or GED is required. An associate’s degree in information systems, Computer Science, or a related field is preferred. License or Certificate: A valid Texas driver’s license: the ability to obtain one within ninety (90) days of employment or a military waiver is required. Special Requirements: Essential duties require the following physical skills and work environment: With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday: ___ Sedentary – lifting of no more than 10 pounds ___ Light – lifting no more than 20 pounds; carrying up to 10 pounds _X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds ___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds ___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task: Codes for how often: N = No E = Extensive (100 – 70% of the time) M = Moderate (60 – 30% of the time) I = Infrequent (20 – 10% of the time) A = Almost Never (<10% of the time) Code / Task _M_ Standing _E_ Sitting _M_ Walking _I_ Lifting _I_ Carrying _I_ Pushing/Pulling _I_ Overhead Work _I_ Fine Dexterity _I_ Kneeling _I_ Crouching _I_ Crawling _I_ Bending _I_ Twisting _I_ Climbing _A_ Balancing _M_ Vision _E_ Hearing _M_ Talking ___ Other: _____________________