Administrative Assistant I - Support Services Job Description

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CHARACTERISTICS OF THE CLASS

Under the general direction of the Support Services Division Commander, performs administrative and clerical duties in connection with the management of the Administrative offices and the Department Training function. This position performs specialized administrative work relieving the Commanders of some operational and administrative details and coordinating training programs for personnel in the Police Department in conjunction with the Department Training Committee. This position performs a wide range of clerical tasks which require the application of some independent judgment and office knowledge, including filing, sorting, typing on a computer keyboard, data entry, record keeping, operating office machines, maintenance of records, and checking the accuracy and completeness of various forms, reports, and documents; planning and coordinating training classes and appraising training programs for relevance to training requirements. Responsible for researching availability of training programs; coordinating training classes for all Department personnel; supporting in-service training for sworn personnel; filing and recording training documentation; overseeing training room maintenance; assisting on satisfying accreditation standards; and conferring with a variety of community college, certification and other groups or agencies. Work is reviewed through observation, conferences, periodic inspections, and for results obtained. Special technical skills, if required, are generally acquired by on-the-job training. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Answers walk-in and telephone inquiries, taking appropriate action as needed and routes more technical matters to proper person or section, in a professional and courteous manner.

Type various documents and reports with a specific rate of speed, accurately, using personal computer.

Receives incoming U.S. mail, interdepartmental correspondence, reports from Watch Commanders, and all correspondence from the State Attorney’s Office. Distribute to appropriate commander and other personnel as required.

Obtain documents, files, and background information for commanders, also provides assistance to other personnel who request required information. May be required to complete errands involving city business.

Order/issue office supplies and equipment for departmental personnel as needed, procure maintenance service as required, and handle petty cash for reimbursement of minor purchases.

Assists by orally relaying messages and instructions from commanders and/or supervisors to subordinates; follows up on work in progress, and establishes and maintains subject matter files.

Processes, maintains, records, and prepares reports for transactions, related to employee basic certification, advanced certification, mandatory retraining, specialized certifications (Breath Test Operator, Instructor, etc.).

Coordinate and record all training conducted for the Police roll-call training, in-service training, and extra-departmental training.

Planning organization and maintenance of Training book, film, video and resource library, distribution of all informational Training bulletins to members of the Department.

Maintaining intra-departmental training records, files, and projects as assigned by the Division Commander.

Operates computer terminal keyboard for entry.

Uses various databases and spreadsheet programs to develop management reports and relevant applications.

Completes required paperwork; uses photocopier machines, calculators, and facsimile machines.

Gathers information, schedules appointments and provides support to the Recruiter/FTO Coordinator in recruitment, background, and training functions.

Reads various training documents, etc, and distributes relevant information.

Interact with other agencies via telephone and in person; attends various training meetings as the department training liaison.

Monitors departmental staff mandatory training requirements and notifies supervisors of upcoming due dates.

Analyzes training needs, plans, and coordinates delivery of training.

Comprehend various statutes and regulations related to training and Police Certification compliance.

Interface with other agencies via telephone and in person; calculate approximate monetary deposit required when arranging extra-duty service; follows-up that payment is received prior to event, and forward payment to Revenue Department. Keeping officers and other personnel abreast of these functions.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

High school diploma, GED, or equivalent combination of training and experience supplemented by courses in business office practices, and two years general office management experience or equivalent combination of acceptable education and secretarial experience at the full performance level. Ability to type 35 cwpm. Typing test from Brevard Workforce must be submitted with employment application to be considered.

B. KNOWLEDGE, SKILLS, AND ABILITIES

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

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

Knowledge and ability in the proper procedures utilized in coordinating instruction of
groups and individuals at all levels of the Department.

Knowledge of and ability to operate personal computers using database and spreadsheet application software.

Ability to express oneself clearly and concisely both orally and in writing.

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

Ability to follow complex written and oral directions.

Ability to carry out a wide scope of clerical procedures as well as compose effective and accurate correspondence, reports, and similar materials, and ability to deal with routine matters.

Ability to operate or learn the use of modern office equipment such as a copier, computer terminal, word processing units, calculators, typewriter and audio/visual aids.

Ability to develop programs based on Department and individual needs.

Skill in typing with accuracy and speed.

Presentation of a positive image in representing the Department at public functions.

Possess a high degree of integrity and attention to detail in handling confidential information, personnel files.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to answer multiple telephone lines.

Ability to assist customers in a controlled, calm, and helpful manner.

Good eyesight as required for writing/reading, using computer keyboard and/or typewriter, and other office equipment.

Ability to bend, stoop, pull heavy file drawers with weight varying form 1-15 pounds.

Ability to reach and stretch retrieving supplies from stockroom, and be able to move boxes with weigh varying from 1-15 pounds.

Obtain, deliver and pick up messages/correspondence/documents to/from other areas within the buildings requiring walking several times daily.

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

Ability to hear, speak and understand conversation in a normal tone of voice in person and on the phone and written English language to learn how to complete required tasks without assistance once trained.

Ability to remain standing or sitting for periods in excess of thirty minutes.

Write legibly.

Read, sort, and annotate reports.

Punch holes in reports.

Ability to operate a personal computer for data-entry and word processing.

File numerically and alphabetically.

Handle money, calculate charges, make change and write receipts.

Retrieve files from overhead and floor level.

Manual dexterity to sort through and file large quantities of paperwork.

Reach to open and close counter windows.

Load copier with paper and toner, and remove paper jams by bending, kneeling, and reaching.

Calculate numbers

Use copier, telephone, calculator, and FAX machine.

Learn complex tasks and remember how to complete tasks once trained.



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