Administrative Assistant III (Police) Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the Chief of Police. Performs specialized and responsible administrative work. Responsible for relieving the Chief of Police of operational and administrative details and works with considerable independence within the scope of established policies and procedures. Supervises, directs, and controls the duties of secretarial and clerical staff in police administration. Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Receives telephone calls and handles incoming mail and directs to appropriate person/division.
As the personal assistant to the Chief of Police, handles clerical details, including stenographic or transcription duties, and routine operational administrative matters; transmits orders and instructions with the authority of the Chief of Police.

Plans, organizes, directs, and controls the duties of secretarial and clerical support staff in the administrative offices.

Confers with command staff on services and support required for the efficient operation of the administrative offices and provides feedback for performance evaluations.

Performs public relations functions with the public, department heads, City officials, and other personnel; schedules and coordinates meetings, conferences, and appointments for the Chief of Police.

Prepares replies to correspondence from dictation, instructions and on own initiative; compiles and prepares reports; searches files and other sources to develop background materials; assists in a variety of office tasks.

Makes travel arrangements and maintains record of itinerary. May process necessary supplies and services.

B. MARGINAL FUNCTIONS

Organize and set-up for special ceremonies to be held in the Police Department (promotions, awards, etc.).

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Education equivalent to completion of the twelfth school grade, and five years secretarial experience at the full performance level, one years experience in general office management, or any equivalent combination of acceptable training, education, and experience.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of business English, spelling, punctuation, and mathematics.

Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.

Skill in transcribing dictated material via stenography, speed writing, stenotype, or voice tape.

Skill in the use of a personal computer and various applications programs.

Ability to make independent decisions and to assist in routine Managerial decisions.

Ability to work effectively and courteously with the public and other employees.

Ability to supervise and evaluate the work of others.

Ability to give and follow complex written and oral directions.

Ability to carry out a wide scope of clerical procedures.

Ability to compose effective and accurate correspondence and reports.

Ability to deal with non-routine matters.

Ability to operate modern office equipment such as copier, microfilm, computer terminal, word processors, calculator, dictaphone, and typewriter.

Ability to type at the rate of sixty-five words per minute.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to answer multiple phone lines. Use of hands and good hearing is essential.

Ability to type on keyboard.

Ability to take notes during meetings that involve up to thirty persons in attendance. Requires good hearing and use of hands.

Ability to retrieve documents from filing system, which requires stooping, bending, pulling.

Ability to retrieve office supplies which requires stooping, bending, stretching and pulling.

Ability to communicate with supervisors, co-workers and the public by telephone or in person, which requires good hearing.

Ability to comprehend spoken and written English language to learn how to complete required task without assistance once trained.

Ability to operate office equipment, which requires use of hands and good eyesight.

Ability to comprehend directions/instructions from supervisors while conducting other tasks.

Ability to sit for long periods at a time (more than 30 minutes).

 

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date - 3/28/16