VIPS Coordinator

This role provides essential administrative and clerical support to ensure smooth daily operations within the department. It includes managing documents, correspondence, scheduling, office supplies, and routine communication with staff, volunteers, and visitors. The position also supports volunteer program coordination by assisting with applications, onboarding, scheduling, events, and record maintenance. Additional responsibilities include supporting and attending community outreach efforts for the Explorer and PAL programs, preparing basic reports, and helping maintain accurate program information. The role contributes to overall agency effectiveness by performing duties with professionalism, organization, and timely follow-through. Assist with coordinating all aspects of the VIPS, PAL and Explorer programs, including recruitment strategies, onboarding, and ongoing program operations. Manage the volunteer application and selection process, including outreach, application review, fingerprinting, background checks, and record retention, in collaboration with the background investigations unit and Human Resources. Conduct volunteer orientation sessions and assist in planning, coordinating, and delivering required training. Maintain volunteer files, training records, manuals, and related documentation to ensure accuracy and compliance with agency and legal requirements. Coordinate volunteer schedules, assignments, and resources across agency operations and county entities, ensuring effective coverage and resolving scheduling conflicts. Review, document, and report volunteer-related incidents, grievances, or concerns in accordance with policy. Issue and track badges, uniforms, equipment, and supplies for VIP Sand Explorers; support PAL uniform and equipment coordination as needed. Support and maintain partnerships with community groups, internal divisions, and external organizations to advance VIPS, PAL, and Explorer program goals. Represent the agency at community events, meetings, boards, and committees; lead volunteer-related community engagement activities. Gather, compile, and prepare information for required monthly and annual reports, including contributions from SSYS staff and fundraising efforts. Track program expenditures in collaboration with the PAL and Explorer Coordinators and assist with required reporting to external groups. Draft, proofread, edit, and format correspondence, memoranda, forms, grant proposals, and related program documentation. Prepare, update, and distribute manuals, handbooks, flyers, registration materials, and other documents to ensure accuracy and compliance. Review reports, files, and documents for completeness and accuracy and ensure discrepancies are corrected. Record, track, and follow up on required correspondence, responses, and document submissions. Retrieve, store, and disseminate documents in accordance with agency policies and confidentiality standards. Provide accurate information and professional assistance to the public and agency personnel without disclosing confidential information. Schedule appointments, interviews, meetings, and manage the calendar for the direct supervisor as assigned. Coordinate logistics for department events, including locations, notifications, materials, and required support. Participate in committees, boards, and compliance activities, including those related to VIPS, Explorers, and PAL. Report maintenance, safety, and compliance issues to appropriate personnel in a timely manner. Operate basic office equipment and perform minor permitted repairs. Maintain regular communication by checking mailbox, email, phone messages, texts, and PowerDMS and responding promptly. Adhere to attendance, punctuality, and leave procedures, completing timesheets and required reports on time. Participate in cross-training and assist coworkers as needed. Cultivate positive working relationships and demonstrate cultural awareness, professionalism, and ethical conduct in all interactions. Keep the chain of command informed of noteworthy issues and respond appropriately to supervisory guidance. Prepare and distribute meeting minutes as required. Complete assigned special projects and program-related tasks within agency timelines. Perform other duties as assigned.

LICENSES, EDUCATION AND EXPERIENCE REQUIREMENTS

High school diploma or its equivalent required. One (1) year of coordinative or administrative support work experience required. Obtain Notary Public Certification within 6 months of hire required. Accurately type 25 WPM Proficient in Microsoft office products Speak and understand the English language Internal candidates must have successfully completed their probationary period Internal candidates with punitive disciplinary action within 365 days are ineligible Internal candidates must have completed applicable

CCSO FTEP

requirements The following items (or authorized equivalents) may be required at various steps in the application process: Driver's License Birth Certificate Social Security Card Form DD214 for all periods served in the military GED or High School Diploma and Sealed Transcripts from the highest level of education FDLE Authority for Release (notarized) 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 HR@ClaySheriff.com . 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. 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/ .