Accreditation Manager

City of Takoma Park, MD Class Specification

CLASS TITLE: Accreditation Manager
DEPARTMENT: Police
REPORTS TO: Chief of Police
FLSA STATUS: N
SALARY GRADE: 30
EEO CODE: 6
DATE: 03/2009
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JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK

The Accreditation Manager is responsible for providing the administrative staff support required to improve the performance of the City of Takoma Park Police Department by achieving and maintaining national accreditation for CALEA. Serves as the central repository for information about the national accreditation process and about accreditation standards, procedures and reports.

CORE COMPETENCIES

Customer Service

Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands all City services, maintains pleasant and professional image. Anticipates, monitors and meets the needs of internal and external customers and responds to them in an appropriate manner. Continually seeks to provide the highest quality service to all customers. Listens carefully when dealing with the public and communicates concern through tone of voice and by taking action to solve their problems in a timely manner. Complies with the City’s Customer Service Policy, including 24-hour response time for telephone calls and e-mails. Explains departmental and City issues to the public in a manner that demonstrates interest and concern for their problems. Listens well, diffuses conflict before it starts, finds causes of and solutions to problems, handles difficult people.

Communication

Communicates well both verbally and in writing when required, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills. Effectively conveys information and expresses thoughts and facts. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts. Keeps key employees informed regarding relevant information. Shares information with other members of the team to foster teamwork and to further attainment of the City’s goals. Written and oral information is presented in a manner that projects a positive and professional image of the City.

Reports problems, concerns, issues that should be corrected. Readily shares information and ensures that team members are kept informed and up-to-date. Establishes team and individual accountability for goals, objectives and outcomes. Intervenes as necessary to identify and resolve conflict among team members. Makes conscious and deliberate efforts to build team spirit and identity.

Job Knowledge

Understands duties and responsibilities, has necessary technical skills, understands the City’s mission/values, keeps job knowledge current. Demonstrates the appropriate level of proficiency in the principles and practices of one’s field or profession. Demonstrates a commitment to continuous improvement, including the understanding and application of technology where appropriate. Operates within the organization's formal and informal structures, builds allies and relationships across departments, uses allies to build consensus and create results, is appropriately diplomatic, understands others' roles and perspectives, can sell projects and ideas across the organization. Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs. Prioritizes well and reacts to opportunities. Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.

ROLE COMPETENCIES

Adaptability/Flexibility

Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs.

Computer Skills

Skilled in the use of computers, adapts to new technology, keeps abreast of changes, learns new programs quickly, uses computers to improve productivity. Makes good use of web tools and on-line resources, can implement and manage web projects.

Decision Making/Judgment

Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, communicates decisions to others. Knows when to notify and/or involve the department head or the City Manager prior to making a decision.

Personal Organization

Keeps information organized and accessible, maintains clean/functional work space, works systematically/efficiently, manages time well.

Teamwork

Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.

ESSENTIAL JOB FUNCTIONS

Review the Accreditation Process Book and Self-Assessment Manual and other materials related to the national LEA process in order to obtain knowledge of the accreditation process, terminology and procedures.

Develops the plan for completing the self-assessment phase and assignments, directs and coordinates self-assessment activities.

Becomes thoroughly familiar with the accreditation standards contained in the Standards Manual.

Determines the applicability of the accreditation standards to the Department, determines which are mandatory and must be met and which will be optional.

Operates a computer in order to retrieve, analyze, and use data related to accreditation and other job assignments; operates the CACE software program provided by CALEA to track self-assessment progress.

Coordinates and directs as necessary the revision of PD orders, manuals, directives and other internal publications; ensures that recommendations made for new or modifications to existing department facilities, policies, procedures and programs are correct.

Formulates and/or gathers proof of compliance with CALEA standards.

Establishes and manages the filing and record-keeping system to govern storage and retrieval of accreditation related documentation and information.

IMPORTANT JOB FUNCTIONS

Keeps superiors informed orally and in writing; prepares memoranda, correspondence, and narrative and statistical reports to document work activities.

Acts as a liaison to CALEA, attends CALEA & CRELEAA meetings.

Keeps informed of law enforcement strategies and techniques.

May supervise, lead and train personnel temporarily assigned to the unit to assist in national accreditation.

Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED

  • Camera
  • Computer
  • General Office Equipment
  • Typewriter

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience

High School diploma or GED; and,

two to three years of progressively responsible related experience; or,

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications

Valid Drivers License

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Applicable state, federal and local ordinances, laws, rules and regulations.

All computer applications and hardware related to performance of the essential functions of the job.

Accreditation Software.

Departmental policies and procedures.

Department’s mission, goals and objectives of department.

Department’s procedures concerning uniforms, personal appearance, equipment and vehicles.

Structure, function and procedures of unit and how they relate to accreditation.

Structure and function of City, County and State agencies involved in job tasks.

Rules and regulations of the Department.

National accreditation manuals, procedures, standards and reporting requirements.

Law enforcement practices, programs and operations.

Laws and ordinances related to job tasks.

Recordkeeping, report preparation, filing methods and records management techniques.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Basic accounting principles and practices.

General office procedures, policies and practices, as well as basic knowledge of computer/VDT and other general office equipment.

Skill in:

Using tact, discretion, initiative and independent judgment within established guidelines.

Dealing with the public.

Researching, compiling, and summarizing a variety of informational and statistical data and materials.

Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Establishing and maintaining files and record keeping systems.

Typing at a rate of 45 net words per minute.

Using a computer terminal to accurately and rapidly enter and retrieve data and information.

Communicating clearly and effectively, both orally and in writing to individuals and groups.

Preparing clear and concise reports, correspondence and other written materials.

Developing, implementing and modifying work plans as needed.

Mental and Physical Abilities

Ability to listen to and comprehend the information and ideas presented by others.

Ability to work effectively with others inside and outside the Department.

Ability to solve problems, make decisions and follow up on the results of the decisions.

Ability to read, understand and apply complex technical and administrative materials.

Ability to think and act independently.

Ability to add, subtract, multiply and divide whole numbers, common fractions and decimals.

Ability to read and interpret documents such as safety rules, operation and maintenance instructions, procedure manuals, and so forth.

Ability to deal with problems involving several concrete variables in standardized situations.

While performing the essential functions of this job the employee is regularly required to sit, use hands to finger, handle, or feel, reach with hands and arms, and speak and hear; and occasionally lift up to 20 pounds.

Working Conditions

Work is performed in a normal office environment with occasional exposure to outdoor temperatures or dirt and dust.

The incumbent's working conditions are typically moderately quiet.

file: Accreditation Manager

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.