Administrative Assistant - Security

General Definition:

The Administrative Assistant is responsible for wide range of administrative and office support for the Security Department to facilitate the efficient operation of the organization.

Essential Job Functions:

• Perform administrative tasks such as filing, producing reports and ordering office supplies.
• Monitor, address, resolve and supervise payroll reporting, payroll discrepancies, timekeeping, post coverage, attrition, scheduling, and requests for time off, and communicate with all appropriate departments by following proper channels and submitting forms for approval and processing.
• Gathers, verifies and maintains hard and soft copy files including: departmental files, invoices, inventory, incident reports, and vendor and supplier information.
• Gathers, verifies and inputs departmental data such as parking passes and incidents into Excel and onto hard copies where necessary.
• Creates, edits and maintains intra-departmental forms and logs using MS Word and MS Excel.
• Prepares legible, detailed, and timely documentation (e.g. incident and activity reports, memos, emails, security logs, etc.) for the purpose of providing written support and/or conveying information.
• Prepares detailed and legible daily and periodic reports to management regarding activities and concerns in accordance with departmental procedures.
• Assist managing the Security operations as Corporal when needed.
• Acts as supervisor in the absence of the Sergeant by directing work, training, and recommending recognition or discipline.
• Assist Sergeant/Supervisor in enforcing security regulations, participates in surveillance activities, and apprehends violators and disruptive patrons in accordance with company policies and procedures.
• Monitors security officers at their posts and ensures all posts are adequately covered.
• Assists in identifying high risk areas and initiates actions to reduce risk exposure.
• Interacts with employees and the general public in a courteous, informative and responsive manner.
• Maintains contact with management, dispatch, and subordinates as needed using telephone, radio and other electronic equipment.
• Must be familiar with and able to perform any post duty as needed.
• Patrols buildings and grounds; responds to and reports unusual incidents or occurrences in order minimize or deter hazardous or dangerous situations. Takes immediate and appropriate action to respond to these occurrences.
• Periodically checks sentry posts to ensure alertness and compliance of standing orders.
• Takes appropriate action and renders first aid in emergencies such as accident, fire and illness.
• Maintains poise and self-control under stress and in emergency situations. Acts quickly and appropriately to notify immediate supervisor of the emergency situation. Emergencies may include, but are not limited to, fire, medical, bomb threat, or other disturbances.
• Wears and maintains uniform and equipment assigned according to Lone Star Park requirements.
• Follows and assists in enforcing company and security policies and procedures.
• Follows and enforces safety policies and procedures in accordance with company standards and state/federal rules and regulations.
• Participates in subordinate performance evaluations when directed.
• Attends departmental staff meetings as scheduled.
• Attends all emergency preparedness, safety training as scheduled. Disseminates information and assignments as needed.
• Ensures all on-the-job injuries are reported timely in accordance with company policy and procedures.
• Maintains strict confidentiality and high integrity.
• Performs other related duties as assigned.