Clerical Assistant II - Police Services/Alarm Billing Coordinator Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of the Deputy Chief, this position is responsible for and performs a wide range of clerical tasks, which may require the application of some independent judgement and office knowledge within the scope of established policies and procedures. Work assignments are generally oral.  Work is reviewed through observation, conferences, periodic inspections, and for results obtained. Work involves standard clerical duties including filing, typing, and office machine operation, maintenance of records, payroll, various forms, applications, analytical reports, audits and sorts documents.  Special operational skills will generally be acquired by on-the-job training. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Operates a variety of office equipment including several computer programs and applications.

Types a variety of forms, records, statements, and reports, including, departmental requisitions for replacement personnel, and various other items using Microsoft Word.

Types a variety of forms, records, statements, and reports, including, departmental requisitions, and various other items using Microsoft Word.

Answer phones and handle inquiries from the public, reference to the alarm ordinances, registrations and billing.

Manages a variety of tasks involved in the City’s False Alarm Ordinance on a daily basis and ability to interpret False Alarm Ordinance.

Must be able to work with a detail and accuracy.

Assists in maintaining FMLA and Workman’s Compensation reports

Maintain accurate and proper retention/filing of personnel records, extra duty, and payroll documents.

Assists  in preparation and submission of payroll and other duties that may be required.

Performs payroll maintenance, verification of time sheets and leave slips, processing, and reporting using Telestaff and MUNIS.

Responsible for compiling and preparing payroll reports for the Police Department through use of the MUNIS program on a bi-weekly basis, utilizing personal computer program and manual entries.

Assist officers and other personnel with various requests as needed.

Performs other duties unique to the department, division or program that are not clerical in nature.

Uses Microsoft Excel Spreadsheets reports.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

High school diploma or GED, Supplemented by courses in business practices, and two (2) years general office experience at the full performance level.  

Must be proficient in Microsoft Office, including Word and Excel. Acrobat Adobe experience required. Ability to type 35 cwpm. Typing test from Career Source Brevard, taken within the past year, must be submitted with employment application to be considered. State of Florida Driver’s License required and maintained or possession of an out of state license and the ability to obtain a Florida Driver’s License within 10 days of employment.

 

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of business communication.

Knowledge of office practices, methods, and procedures.

Knowledge of the duties, functions, and responsibilities of the Department.

Knowledge of procedures, policies, practices, rules and regulations governing administrative functions and their interpretations.

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

Skill in communication, including proficiency in English, grammar, and sentence structure.

Ability to operate a variety of modern office equipment such as, telephone, calculator, personal computer, typewriter, copier, scanner, and other standard office equipment.

Use of Microsoft Office, including Word and Excel and Adobe Acrobat is required.

Ability to establish and maintain effective working relationships with other City employees and the general public.

Ability to type with speed and accuracy.

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

Ability to learn and be proficient in Telestaff, Munis and other department utilized software programs.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to exercise independent judgment and sensitivity on complex and confidential administrative, technical, and secretarial tasks.

Ability to compose effective and accurate correspondence and reports and to deal with non-routine matters without assistance from the supervisor.

Ability to work under pressure and in stressful situations.

Ability to meet specific deadlines upon demand.

Ability to maintain a high level of concentration with continual interruptions.

Ability to see and read letters, numbers, words, characters or symbols which are both large and small.

Ability to print and draw letters, numbers, words, characters, and symbols - must be legible and understood by others.

Ability to use a typewriter or computer keyboard and type at a specific rate of speed which requires the use of fingers and hands.

Ability to hear, speak and understand conversation in English in a normal tone of voice and with an accent.

Use of senses which include sight and hearing.

Ability to lift, carry, push or pull items which may weigh up to 30 lbs.

Ability to grasp awkward and heavy files and transport them short distances.

Ability to retrieve and file records at floor, eye, and above head levels.

Ability to carry items from one point to the other for a distance which may range from less than 10 feet to not more than 300 yds.    

Ability to bend, kneel, or squat and stay that way for short periods of time.

Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.

Ability to sit and type continuously for long periods of time, i.e., from thirty (30) minutes to two (2) hours.

Ability to carry on conversations with public and other staff members.

Read, sort, and annotate reports.

Ability to write legibly.

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 - 03/15/17