Administrative Assistant - Police Department
Summary
Under the direct supervision of the Police Chief this position provides administrative support for the Police Chief and department. In addition to keyboarding, filing and scheduling, performs duties such as coordination of meetings and conferences, obtaining supplies and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the department. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.
Essential Functions
Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
Performs desktop publishing. Creates and develops visual presentations for the Police Chief.
Gathers payroll information and turns in corrected/updated sheets to Payroll.
Answers phones for Police Chief and others in area. Takes messages or fields/answers all routine and non-routine questions.
Types and designs general correspondences, agendas, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Prepares purchase orders for the Police Chief as well as other senior staff as needed. Keep track of budget balances throughout the year.
Competencies
1. Technical Capacity
2. Personal Effectiveness/Credibility
3. Thoroughness
4. Collaboration Skills
5. Communication Proficiency
6. Flexibility
Supervisory Responsibility
This position has no supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type and Expected Hours of Work
This is a full-time position. Normal days and hours of work are Monday through Thursday, 6:30 a.m. to 4:30 p.m. and Friday, 7:30 a.m. to 11:30 a.m. This schedule may vary if necessary.
Travel
Limited travel is expected for this position.
Required Education and Experience
1. High school diploma.
2. One year of administrative experience or tech/college experience.
Preferred Education and Experience
1. Certification from a technical school.
2. Two years of related experience.