Administrative Assistant II - Police Dept.

Job Description

Job Description

Salary : $19.00 base rate

Job Title : ADMINISTRATIVE ASSISTANT II

Department : Police Department

Reports To : As assigned

Directs Work Of : N / A

FLSA Status : Non-exempt

Effective Date : 2014, PG 1 / 1 / 2019

EEO-4 Classification : Office-Clerical

Normal Work Hours : 9 : 00 a.m. to 5 : 00 p.m.

Normal Work Days : Monday through Friday

Education / Experience

Must possess at least a high school diploma / GED and a minimum of 4 years secretarial / administrative / clerical office support experience. Prefer 1-2 year degree / certificate in administrative / clerical / bookkeeping program. Equivalent combination of education, skills and experience may be considered.

Position Summary :

Provides department level administrative and clerical support to Police Chief, Assistant Chiefs and Majors and assists with department budget preparation and monitoring.

Essential Duties and Responsibilities : Include the following, as well as, other duties that may be assigned :

Assist Chief in department budget preparation and monitoring by maintaining, compiling, reconciling and reporting on budget related data. Record sales and payments, monitor credit card account; pay bills, prepare and report daily deposits, process purchase orders, and process claims. Prepare department payroll for processing.

Maintain schedules and calendars for Chief and his / her direct reports; schedule meetings; make travel arrangements for all staff; schedule and track staff training and monitor related expenses. Plan and organize department sponsored events.

Maintain office supplies and equipment for department; stock supplies; contact vendors; order and schedule repair as needed to maintain adequate supply for department operations. Determine needs and order food for special events.

Answer multi-line phone department telephone, receive and direct visitors, answer questions and assist callers. Direct inquiries to appropriate staff member to resolve issue.

Processes and distributes incoming and outgoing mail.

Make copies, send faxes.

Prepare Grant proposals, compile required data; monitor and manage existing Grants for fiscal and progress reporting.

Compose and type business letters, memos, reports, policies / procedures, emails and related department communications / correspondence in accordance with administrative policies or procedures.

Research and compile data for reporting.

Prepare agendas and attends various meetings on behalf of the Department; prepare and distribute minutes and coordinate Department activities.

Assist the Police Records department with maintaining records and files of arrests, complaints, cases and other related data for the department; verifying completion of police reports; notifying shift commander of discrepancies; filing, retrieving and distributing police reports and related confidential information to requesting parties; entering uniformed crime report data into department database.

Process applications for permits and licenses; validate criminal histories / warrant checks; calculate fees; receive and record payments.

These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.

Competencies : To perform the job successfully, an individual should demonstrate the following competencies :

Interpersonal Skills - Focuses on solving conflict and resolving issues in positive / supportive manner, Maintains confidentiality; Listens to others without interrupting; treats others with respect and consideration regardless of their status or position.

Quality & Quantity - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality. Meets productivity standards; Completes work in timely manner; Strives to increase productivity.

Planning / Organizing Works independently and with minimal supervision; Prioritizes and plans work activities; manages multiple priorities; Uses time efficiently; highly organized, ability to schedules other people and their tasks.

Communication - Speaks clearly and persuasively in positive or negative situations; communicates effectively with customers, employees, vendors, City Officials and members of the public concerning department matters. Ability to compile / write business reports, memos and related correspondence.

Teamwork - Balances team and individual responsibilities; establish and maintain cooperation and working relationships with those contacted in the course of work.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; and works well in group problem solving situations.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience

Education : Must possess at least a high school diploma / GED and a minimum of 4 years secretarial / administrative / clerical office support experience. Prefer 1-2 year degree / certificate in administrative / clerical / bookkeeping program. Equivalent combination of education, skills and experience may be considered.

Language Skills

Ability to read, analyze, and interpret general business periodicals or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, employees and the general public.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

To perform this job successfully, an individual should have thorough knowledge of Microsoft Outlook email; Internet Explorer / browsers / search engines; TIPPS, CAD; ARIES; New World Database; NCIC / IDACA and Microsoft Excel and Word Processing software.

Other Skills, Abilities and / or Certifications

Acquire IDACS Certification; operate common office equipment, telephone, PC, calculator, copy machines, printers, faxes etc.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; talk or hear; use hands to finger, handle, or feel; and reach with hands and arms.. The employee is occasionally required to walk, stoop, kneel, crouch, or stand. The employee must frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision; color vision; depth and peripheral vision; and ability to adjust focus. The employee is occasionally exposed to outdoor weather conditions and risk of electrical shock.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working conditions in the office are clean, well lit and free from extremes of temperature and humidity. The noise level in the work environment is usually moderate