Description
Essential Duties and Responsibilities
Position is responsible for assisting with general administrative services for the Police Department. Work includes processing information and documentation for new hires, applications for licenses, responding to inquiries, FOIA requests, and citizen complaints. Prepares reports and correspondence, distributes mail, orders supplies, maintains Department files and records and performs a variety of other administrative duties as needed.
Key Responsibilities & Duties
- Receives, opens, reviews and distributes mail for the Department.
- Prepares correspondence and reports.
- Screens phone calls for the Chief of Police.
- Responds to inquiries, including FOIA and other requests and/or complaints from citizens and Department personnel.
- Prepares various reports, payroll and other duties as requested.
- Ensures that all necessary forms for new personnel are completed.
- Tracks all requests for paid time off including vacation, and sick leave.
- Processes payments for invoices, purchase orders, and corresponds with vendors as needed to resolve payment issues within the Department, orders supplies, and requests services.
- Maintains Department personnel files.
Requirements
Education, Experience & Abilities
- High school diploma or GED, including at least one year of administrative office training, and previous payroll experience or any combination of education and experience.
- Previous experience working in a municipal setting is highly desirable.
- Working knowledge of State Laws, City Ordinances, and regulations, policies, and Department operations, knowledge of office management and computer systems used by the Department.
- Ability to work independently.
- Recordkeeping, bookkeeping, excellent communication and customer service skills.
- Ability to operate personal computer, including word processing, spreadsheet, and database software; calculator; copy and fax machine; phone, scanner.
- Ability to maintain confidentiality.
- Ability to communicate effectively verbally and in writing.
Nature and Purpose of Contacts
Relationships are primarily with co-workers and the public, involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operational issues. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons.
Physical Demands & Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation shall be made to enable individuals with disabilities to perform essential functions. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Job Type: Full-time
