POSITION DESCRIPTION

 

Class Title: Administrative Secretary             

Department: Police                                

 

GENERAL PURPOSE  

 

Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the police command staff, and assisting in the administration of the standard operating policies and procedures of the police department.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

  • Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.
  • Answers in-coming calls and routes callers or provides information as required.
  • Operates radios as needed and assists in radio communications; operates base radio as required.
  • Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
  • Serves as cashier including receipting of payments and various other payments, and posting monies to appropriate accounts.
  • Monitors accounts to meet budget expectations.
  • Records and classifies accounting transactions.
  • Compiles various documents and reviews for accuracy; and authorizes payments in accordance with established procedures.
  • Authorizes payments in accordance with established procedures.
  • Reviews account transactions to locate and resolve discrepancies
  • Posts accounts; reviews accounts for accuracy and balances debit and credit entries.
  • Transcribes correspondence from dictation.
  • Assists in the procurement of department materials and supplies.
  • Operates listed office machines as required.
  • Prepares and monitors work orders.
  • Receives, stamps and distributes incoming mail, processes outgoing mail
  • Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
  • Inputs data to standard office and department forms; makes simple postings to various reports such as annual reports, incident reports, and crime reports; compiles tabulated data.
  • Plans conferences and training sessions. Coordinates travel plans for police staff.
  • Prepares records such as notices, minutes, and resolutions.
  • Acts as custodian of departmental documents and records.
  • Establishes and maintains filing systems, control records and indexes using moderate independent judgment.
  • Maintains inventories and orders office supplies and materials, maintains departmental personnel records.
  • Schedules appointments, and performs other administrative and clerical duties.
  • Registers voters.
  • Issues gun or other permits.
  • Operates a vehicle to run errands.
  • Other duties as assigned

 

DESIRED MINIMUM QUALIFICATIONS

 

Education and Experience:

 

  • Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping, and

 

(B) two (2) years of increasingly responsible related experience, or any equivalent combination of related education and experience.

 

Necessary Knowledge, Skills and Abilities:

 

  • Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.

 

  • Skill in operation of listed tools and equipment.

 

(C) Ability to perform cashier duties accurately; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.

 

TOOLS AND EQUIPMENT USED

 

Phone switchboard; mainframe computer terminal; personal computer including word processing software; copy machine; postage machine; fax machine; base radio; calculator.

 

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 job, the employee is frequently required to sit and talk or hear.

 

  • The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

 

  • The employee must occasionally lift and/or move up to 25 pounds.

 

  • Specific vision abilities required by this job include close vision and the ability to adjust focus.

 

WORK ENVIRONMENT

 

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.

 

The noise level in the work environment is usually quiet.        

             

SELECTION GUIDELINES

 

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

 

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.

 

The 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.

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