Administrative Assistant II

JOB SUMMARY

This position provides clerical and secretarial support to the Police Department. Duties may vary according to assignment (Patrol, Special Operations or CID)

MAJOR DUTIES

• Answers department telephone; greets and assists visitors; communicates with the general public, attorneys, court personnel, and city and local officials; provides assistance, requested documents, and information regarding department services and procedures; refers callers to other staff members as appropriate; takes messages.

• Prepares a wide variety of documents which may include but not limited to the following: rosters, logs, records and other materials; letters, case documents, summaries, and correspondence; media releases; forms and related paperwork for newly hired employees; fingerprint cards; firearms qualification rosters; reports or summaries pertaining to productivity, project status, operational statistics and year end data.

• Prepares, updates, and distributes operational schedules and calendars including work schedules for patrol, special operations and reserve officer staffs; schedules appointments and tours of buildings; schedules officers to speak at community schools and daycares; updates vehicle assignments and city court schedules; maintains overtime call lists.

• Prepares payroll time sheets; receives, reviews, and verifies timesheet data; submits documents to Personnel, Finance and other departments as required.

• Enters and maintains information in the department automated information system, to include case assignments, overtime requests, traffic offender information, pawn shop items, property receipts, personal data from disposition reports, and other data pertaining to department operations and services; updates database information; creates new spreadsheets/ files; purges old data as appropriate; researches databases and automated files for requested information; maintains copies of original forms and documentation.

• Transcribes dictation tapes and prepares related correspondence or interview notes.

• Receives, processes, copies, and distributes a wide variety of documents such as incident reports, Grand Jury dockets, overtime requests, accident reports, laboratory reports, and timesheets.

• Researches information as requested from department employees, city officials, and the general public; provides information on police calls and incidents.

• Prepares file folders; maintains files of department correspondence, program records, legal documents, payroll documents, and other department records; photocopies documents and files; requests information from other departments or agencies as necessary.

• Receives, dates, and distributes incoming mail; prepares outgoing mail.

• Assists the Training Coordinator, criminal investigations personnel, and other department staff as needed.

• Maintains records of confiscated licenses; receives, records, and processes payments for retrieved licenses; forwards licenses to Department of Safety.

• Operates a personal computer, telephones, copiers, and other general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

• Maintains accurate inventory of department equipment including office equipment, vehicles, weapons, and radios.

• Performs other related duties as assigned.

KNOWLEDGE AND SKILLS REQUIRED

• Knowledge of modern office practices and procedures.

• Knowledge of applicable federal and state statutes, city ordinances, and department policies and procedures.

• Skill in transcribing dictation.

• Skill in records maintenance and file management.

• Skill in operating various office equipment.

• Skill in dealing with the public.

• Skill in oral and written communication.

SCOPE AND EFFECT

The purpose of this position is to provide secretarial and administrative support to the department. Successful performance contributes to the efficient operation of the division and facilitates coordination with other divisions and departments.

SUPERVISORY CONTROLS

This position reports to the Patrol, Special Operations, or CID Lieutenant or Police Chief.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The work is typically performed in an office while sitting at a desk or table.

MINIMUM QUALIFICATIONS

• High School diploma or GED.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for 3-5 years.

• Ability to use basic computer applications.

FLSA Status: Non-Exempt Pay Grade: 10