Job Description
Job Description
JOB DESCRIPTION
ADMINISTRATIVE ASSISTANT
Are you the kind of person who loves to help others and would jump at the opportunity to help
make their community a better place to live and work?
Are you the kind of person who thrives working as a member of a team
to overcome challenges and solve problems?
Are you looking for an opportunity to develop your skills
and embark on a rewarding career?
Then YOU just might be who we are looking for...
Job Title: Administrative Assistant
Employee Type: Full Time
Department: Police Department
Reports To: Chief of Police
FLSA Status: Non-Exempt
Salary: $50,960.00 - 54,787.20 DOQ
POSITION PURPOSE:
Under the supervision of the Chief of Police, this position shall perform various general secretarial and clerical support duties; provide word processing and data entry support; and provide general information and assistance to City staff and the public. Duties of this position are varied and require considerable knowledge of department operations, policies, and procedures; office and information management systems; and shall perform all other related work as required.
ESSENTIAL DUTIES:
The following duties and functions are normal for this position. The omission of specific statements of the duties/functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned, and expected commensurate with the administrative needs of the police department.
- Provides initial contact with the public for callers contacting the police department administrative division over the telephone and in person; determines the nature of the contact; provides factual information regarding services, policies, and procedures, takes messages, or directs the caller to the proper individual or agency.
- Schedules appointments and meetings for the Chief of Police.
- Provides support to other police department staff as needed.
- Processes department's payroll records, verifying regular, overtime and leave; forwards data to the City Clerk for payroll preparation after approval by the Chief of Police.
- Maintains time and leave records for police department staff.
- Performs administrative and manual work related to the acceptance, preservation, safeguarding, and disposition of found, recovered, or evidentiary property in accordance with law and Departmental policy and procedures.
- Prepares correspondence, forms, purchase orders, labels, and specialized documents from drafts, notes, previous documents, or brief instructions, using a word processor, spreadsheets, or typewriter.
- Strong skills in the various MS Office products (Word, Excel, Powerpoint, etc.) a plus.
- Proofreads and checks materials for accuracy, completeness, compliance with departmental and City policies, and correct English usage, including grammar, spelling, and punctuation.
- Establishes and maintains office files; researches and compiles information from such files and purges or transfers files as required.
- Prepares monthly or yearly reports relating to police department activities for distribution to the City council and/or City staff.
- Serves as the department's point of contact with the State agencies that manage the CJIN (Criminal Justice Information Network) and MTIBRS (Montana Incident-Based Reporting System) systems.
- Serve as the Terminal Agency Coordinator (TAC) for the department, and ensure departmental compliance with CJIN requirements, including updating CJIN training with department staff.
- Maintains and safeguards personnel background files in accordance with law and Departmental policies and procedures.
- Processes incoming and outgoing mail.
- Process purchase requisitions and orders as needed.
- Orders and maintains an inventory of office supplies for the police department.
- Operates a variety of standard office equipment, including a computer, copier, facsimile equipment, a centralized telephone system, and a two-way radio.
- Attend police department staff meetings as directed for maintaining a record through minutes of discussions and directions.
- Prepare and schedule travel arrangements for police department personnel for training, conferences, etc.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of
- Standard office practices and procedures, including the operation of standard office equipment.
- Business arithmetic.
- Business letter writing and the standard format for correspondence and reports.
- Correct English usage, including spelling, grammar, and punctuation.
- Computer applications related to the work.
- Filing principles and practices.
- Techniques for dealing with and solving the problems presented by a variety of individuals, in person and over the telephone.
Skills / Abilities
- Establishing and maintaining effective working relationships with those contacted in the course of work.
- Planning, organizing, administering, coordinating, reviewing, and evaluating the functions of the department and meeting critical deadlines.
- Planning, organizing, supervising, reviewing, and evaluating the work of assigned staff for their training and professional development.
- Developing and implementing the department's goals, objectives, policies, procedures, work standards, and internal controls.
- Performing technical, detailed, and responsible administrative support work.
- Applying and explaining policies, procedures, and regulations.
- Making accurate arithmetic calculations.
- Have knowledge of the City budget, working with the Chief of Police to update the budget annually and mid-year adjustments.
- Compiling and summarizing information to prepare clear and accurate reports.
- Typing or word processing at a rate of 40 net words per minute.
- Must exhibit maturity, professionalism, confidentiality, and the ability to remain focused on tasks, meet deadlines, and show initiative.
ADDITIONAL REQUIREMENTS:
License
Must possess a valid driver's license and have a satisfactory driving record.
Background
Must be able to successfully pass a comprehensive background check.
Physical Demands
Must possess mobility to work in a standard office setting and use standard office equipment; stamina to maintain attention to detail and work on a computer for an extended period of time; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, over the telephone, and on a two-way radio. Tasks may require the ability to exert light physical effort, including but not limited to, lifting, carrying, pushing, and/or pulling, etc. objects and materials of light weight (generally 25 pounds or less).
ACCEPTABLE EXPERIENCE AND TRAINING:
The minimum qualifications for the position require two years of administrative and clerical work experience, preferably in a law enforcement, planning, construction, engineering, architecture, or related field; and a high school diploma; or equivalent combination. An associate's degree from a two-year college or technical school is highly desirable. Experience in dealing with the public, particularly in a municipal government setting, is highly desirable.
All of the statements listed in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.
Must be able to successfully pass a comprehensive background check.
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