Job Summary
Administrative support staff position for the Office of the Chief of Police (OCP). Has responsibility for the administrative needs of the Chief of Police and his Command Staff. Includes general secretarial and clerical duties; coordination with personnel and other resources; maintenance of records and files; operation and maintenance of computerized systems, including tracking systems; completion of special and/or unique functions and projects. This position requires strong organizational skills and must possess a creative and positive attitude. This individual must have the ability to plan, organize and perform complex tasks with minimal supervision.
Essential Duties and Responsibilities
- Type and distribute letters, contracts, reports and memoranda, including materials of a confidential nature; compose letters requesting or providing information concerning routine matters independently or from oral or written instructions; take notes quickly and accurately.
- Prepare departmental awards and letters of appreciation/acknowledgement to include obtaining necessary pins, entering award information into Skills Manager and coordinating award presentations.
- Inspect reports, records and other data for accuracy, completeness and compliance with established standards and retention policy.
- Operate computer software to establish, edit and maintain documents and to create program brochures and graphic arts materials.
- Receive, sort, open and distribute mail for assigned function.
- Manage the Departmental Summons/Subpoena database; process, distribute and keep records of court summonses.
- Liaison with the Court System to process continuance requests, notify the court of absences, retirements and resignations, and advise officers of court cancelations.
- Maintain organizational charts, rosters, and lists.
- Coordinate departmental functions with approval from the Chief of Police, i.e., Christmas luncheon, awards and promotion ceremonies, academy graduations, etc. as required.
- Perform customer service activities: answer telephone calls; schedule appointments and meetings; explain programs, policies and procedures within the scope of authority; provide information of general or limited technical nature; take messages and refer callers to appropriate person or department.
- Provide general administrative support to police administration.
- Collect and tabulate data to assist the supervisor with special projects.
- Prepare and Distribute orders.
- Contributes to team effort by accomplishing related tasks as needed.
- Communicate with, provide assistance, and develop positive relationships with Department members, members of the community, community groups, the media, other law enforcement agencies, and public and private organizations
- Interact with others to improve the quality of police service provided by the Office of the Chief and the Department
- Perform various support functions with members of the Department which assist with the efficiency and effectiveness of work products
- Temporary handling of clerical or administrative responsibilities of OCP Office Manager in their absence
- Perform as a host during formal Department events
Required 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.
REQUIRED EDUCATION AND/OR EXPERIENCE:
- High School Diploma or GED
- Valid Driver's License
- Two years secretarial or business related experience
REQUIRED SKILLS:
- Strong and effective Customer Service skills
- Strong organizational skills
- Excellent verbal and written communication skills
- Ability to create and maintain documents using Microsoft Office (Access, Word, Excel, PowerPoint)
- Ability to work independently
Other Desirables
PREFERRED (NOT REQUIRED) SKILLS:
- College level work or degree in Business Administration or Secretarial Sciences
- Bi-lingual
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 role, the employee is frequently required to remain in a stationary position long periods of the time. The employee is frequently required to read and comprehend written material and make inferences from the contents. This position requires continuous or repetitive arm-hand movements to utilize a computer keyboard to enter and retrieve data. The employee is required to frequently operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Vocal communication is required for expressing or exchanging ideas by means of spoken word and for conveying details or important instructions to others accurately and quickly either face to face, and on the telephone. Hearing is required to perceive information at normal spoken word levels. Visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities. The employee may be required to push, pull, lift, and/or carry up to 25 pounds.
WORK ENVIRONMENT/CONDITION: 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.
Work is generally performed indoors. The noise level in the work environment is usually moderately quiet.
Equal Opportunity Employer