ADMINISTRATIVE ASSISTANT (Police Department Part-Time)

City Of Douglasville

Douglasville, GA, USA

Published: 6/14/2022

Job Description

This person in this position is responsible for providing administrative support to an assigned department in the city. The incumbent’s work generally involves public contact, maintaining a variety of records, receiving phone calls and coordinating and scheduling meetings.

ESSENTIAL JOB FUNCTIONS

Police Department - P/T

Coordinates / schedules, appointments and meetings on a regular basis; contacts parties involved as appropriate.
Files correspondence and other documents.
Enter invoices, requisitions, refunds, and other required information into financial software.
Prepares advanced travel / training reports, registrations, etc.
Exhibits independent and critical thinking skills.
Analyzes data.
Exhibits problem-solving skills.
Maintain a high level of customer service and professionalism.
Skilled in oral and written communications. Ability to understand and carry out oral and written instructions.
Ability to handle multiple interruptions and adjustments to priorities throughout the day. Ability to multi-task.
Ability to use tact and courteousness in dealing with the public in person or by phone, as well as employees of the various police department divisions and city departments.
Ability to effectively present information and respond to questions from groups of managers and the public.
Must have basic math skills. Bookkeeping and knowledge of Microsoft Office knowledge is a plus.
Performs other related duties as required.
Maintains confidentiality of information.
Has a high level of integrity.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Requires High School diploma or equivalent; one (1) year of progressively responsible administrative work, with some experience in the public sector preferred; or an equivalent of education or experience.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
Knowledge of all municipal functions, contacts, and activities of various departments.
Knowledge of use of proper grammar and spelling.
Skill in operating a computer.
Skill in oral and written communication.
Skill in time management, organization, and people.
Ability to learn, understand and apply the concepts, practices and procedures of the department.
Ability to pay close attention to details.
Ability to handle several projects simultaneously.
Ability to understand and follow quickly and accurately oral and written instructions.
Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files.
Ability to work independently without specific instructions.
Ability to establish and maintain effective working relationships with City employees and the general public.
Ability to provide excellent customer service to employees and vendors in person and by telephone.
Ability to maintain complex records.
Ability to have good judgment, tact and professionalism.
Ability to multi-task with frequent interruptions.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS
Possess and maintain a valid Georgia Driver’s License and a satisfactory Motor Vehicle Record (MVR).

PHYSICAL DEMANDS
The work requires standing, walking, sitting, lifting up to 40 pounds, carrying, pulling, climbing, balancing, stooping, kneeling, crouching, reaching, handling, speaking, hearing, and seeing.

WORK ENVIRONMENT
The work is typically performed in an office environment.