PCOB Operations & Engagement Specialist

The Office of Police Civilian Oversight provides professional staff support to the Board (the Police Civilian Oversight Board); collectively the Office and the Board are referred to as the PCOB. To learn more about the Office and the Board, please visit: https://www.charlottesville.gov/1440/Police-Civilian-Oversight-Board. 

The PCOB Operations & Engagement Specialist performs administrative, analytical, and community engagement work in support of the Office and its Board. Serves as a primary point of contact between the community and Board and work involves multiple functional areas such as office administration, community outreach and public education, public meeting administration, complaint intake and coordination, research and data analysis, and reporting on Police Department oversight activities. Reports to the Director.

The preferred hiring range for this position is $29.55 - $35.58 an hour ($61,464.00 - $74,006.40 annually), with starting pay based on applicable education, experience, and internal equity. This full-time, non-exempt position offers a comprehensive benefits package, health insurance with employer contribution, employer-paid life insurance, gym membership reimbursement, tuition assistance, and professional development opportunities. This position is also eligible for the following leave and retirement benefits:

• Vacation Leave: 3.09 hours accrued bi-weekly (increases with YOS).
• Sick Leave: 4.62 hours accrued bi-weekly, approx. 120 hours per year with no limit on accumulation.
• 13 Paid Observed City Holidays
• 1 Floating Holiday which must be taken during the fiscal year (July 1 - June 30)
• Choice of retirement plan: 
  • Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using a defined formula based on earnings history, years of service, and age. The plan includes a 5-year vesting period and requires an employee contribution of 5% of salary.
  • Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account, which are invested, and returns are credited to the account. The account balance is used to provide retirement benefits. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years of service. No salary contribution is required.
• Voluntary 457 Deferred Compensation Plan
• Eligibility to purchase prior service credit under the Defined Benefit Plan

The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees. For additional details, please refer to the “Benefits” tab within this posting or visit the City’s Employee Benefits webpage. 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description.  The City retains the discretion to add to or change the duties of the position at any time.

• Serves as the primary first point of contact and liaison within the office. Meets, greets, screens in-person and telephone callers and visitors; takes and logs messages or directs visitors appropriately. 
• Performs a variety of administration functions for the Board and Office including program operations and project management.
• Manages intake, logging, and routing of complaints received by the Board or Office. 
• Assists visitors in completing standard forms and may review them for completeness.
• Provides accurate and appropriate information in response to routine and more advanced inquiries from the public, City Manager, and City Council, regarding Board findings and Director activities, interpreting the policies and procedures of the Office, the City, and other departments including the police department.
• Effectively handles confidential, sensitive, and restricted information for the Director and Board in accordance with City policy, records retention requirements, and applicable law.
• Performs analysis and reporting of quantitative data, to monitor and track oversight processes, activities, outcomes, and indicators.
• Prepares and assists in issuing individual, quarterly, and annual reports documenting the findings of the Director’s monitoring and auditing of the Police Department, and the Board’s review of investigations, incidents, policies, practices, and procedures.
• Assists with developing and conducting special studies and research initiatives, by designing survey instruments and gathering data and information from the Office, City, and Police Department staff.
• Assists in the planning, development, and implementation of comprehensive communication and education plans on programs and services for both City agencies and community organizations.
• Coordinates, plans, and attends public outreach events, community/speaking engagements, listening sessions designed to educate and support the public; prepares related outreach materials, reports, and analysis.
• Attends Board meetings; makes presentations and provides recommendations to the Board, Director, and other groups as needed or assigned.
• Provides required public notice for board meetings; prepares meeting minutes documenting Board proceedings.
• Maintains the Office/Board webpage, ensuring publication of press releases, materials, summaries, policies, reports, resources, agendas, and video content.
• Monitors invoices, credit card expenditures, and contracts, and reconciles office expenditures, including internal billings from other departments, for the Director’s review, to ensure accurate and timely payment.  
• Coordinates travel logistics and expenses for the Board and Office.
• Oversees interns or work-study students with guidance from the Director.
• May operate a vehicle in performance of job duties. 
• May serve on Police Department hiring interview panels. 
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.

Other Duties

• Performs additional duties to support operational requirements as apparent or assigned.

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education such as college.

• Bachelor’s degree in a related field AND one (1) year of professional work experience in civilian oversight, municipal operations, human services, public education, community engagement, program administration, office administration, or a related field. 

• Associates degree in a related field AND three (3) years of professional work experience in civilian oversight, municipal operations, human services, public education, community engagement, program administration, office administration, or a related field.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Certifications/Licenses/Other Requirements:

• Requires a valid driver's license and must be eligible to operate a City vehicle meeting the city's driver’s eligibility requirements OR must be able to provide own transportation to and from work, meetings, and related job sites.
• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Preferred:

• Fluency in Spanish, or in another language commonly spoken in the community, preferred.
• Prior experience in report drafting and preparation preferred.
• Knowledge of public meetings and Virginia Freedom of Information Act requirements preferred.
• Knowledge of public meeting administration, including public notice requirements, preparation and maintenance of meeting minutes, and the recording, publication, and retention of proceedings preferred.
• Basic website template editing and content management skills preferred.

Knowledge, Skills, Abilities and Other Characteristics:
Job Knowledge

• Familiarity with the mission, goals, and objectives of the Office and Board, with the ability to develop advanced knowledge of their services and routine processes over time.
• Demonstrated understanding of applicable local, state, and federal codes, regulations, procedures, and enabling legislation governing civilian oversight.
• Knowledge of the principles, practices, and techniques relating to the functional areas of civilian oversight, community engagement and public education, office and records administration, program evaluation, and expenditure verification and recordkeeping.
• Knowledge of database systems for the integration, collection, and analysis of data and reporting metrics.

Reading

• Advanced: Ability to read and interpret complex written materials such as technical analyses, state or federal regulations, complex financial reports, and/or legal documents governing civilian oversight, public meetings, and public records.

Writing

• Intermediate: Ability to organize data and write clear and concise reports, business letters, explanations, executive summaries, meeting minutes, presentations, correspondence, and other professional documents with proper format, punctuation, spelling, and grammar, using all parts of speech. 

Math

• Intermediate: Ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions, and measurements to verify expenditures and maintain accurate financial and administrative records. 

Communication Skills

• Advanced: Ability to communicate and explain policies, procedures, and program information to a variety of audiences; makes recommendations regarding implementation. Interactions may involve communicating controversial positions and presenting sensitive issues. Evaluates effectiveness, develops cooperative associations, and utilizes resources to continuously improve communications. Establishes and maintains effective working relationships with City staff, Board members, and the public. 

Independence and Decision-Making

• Requires Limited Direction: Normally completes work according to their own judgment, requesting supervisory assistance occasionally. Manages special projects with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically. Exercises sound judgment in researching issues, analyzing information, and recommending solutions.

Technical Skills

• Skilled: Comprehensive, practical knowledge of the relevant subject area with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Intermediate skill in Microsoft Office applications and/or departmental systems/software. Ability to responsibly utilize other software tools to support research, drafting, organization of information, and summarization of work products while maintaining accuracy, confidentiality, and compliance.

Fiscal Responsibilities

• Prepares accounting, budget, and purchasing documents; and does research to justify language used in documents for a unit or division of a department. May monitor and/or recommend budget allocations.

Supervisory Responsibilities

• No responsibility for supervision of others. May provide guidance, training, and support to volunteers, interns, or work-study students.

Other Characteristics

• Organizational and time management skills, sometimes under strict time constraints.
• Excellent customer service skills.
• Frequent change of tasks, constant interruptions and/or requests for service.
• Working closely with others as part of a team
• Independently balance multiple complex tasks simultaneously.
• Work effectively with sensitive and confidential issues and information.
• May require dealing with angry, frustrated and/or upset individuals.
• May require additional hours outside of normal schedule, such as weekends or nights on occasion that may require attendance at Board meetings, community events, training sessions, etc.

Physical Demands:

• Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects. 
• Work requires moving about an office/building and ability to transport and set up outreach materials, displays, and other related equipment.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Must occasionally move about inside the office to access file cabinets, office machinery, etc. and position self to maintain files in file cabinet.
• Must be able to communicate information and ideas so others will understand.  Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.  

Work Environment:

• Work is primarily performed in an office environment where there may be exposure to computer screens for extended periods of time, monitor glare and dust. 
• Work may be performed outdoors at outreach events, speaking engagements, listening sessions, and other community engagements held at locations throughout the City and may be subject to outdoor weather elements, traffic/roadways, and/or allergens.
• The noise level is usually moderate.