Principal Secretary Job Description

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CHARACTERISTICS OF THE CLASS

Under the supervision and direction of the Deputy Chief of Police, Uniform Patrol Commander and Police Administrative Assistant in the Office of the Chie of Police. Performs specialized and responsible secretarial work. Incumbent is responsible for performing secretarial duties and responsibilities to the Deputy Chief of Police, Uniform Patrol Commander, and relieving the Police Administrative Assistant of operational and administrative details and works with considerable independence within the scope of established policies and procedures. Position requires discretion and diplomatic skill in representing policies and working effectively with all City personnel, officials, and the public. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Handles clerical details, including stenographic or transcription duties, and routine operational administrative matters; type, copy, maintain logs, and file general correspondence, reports, etc.; open and distribute mail; transmits orders and instructions with the authority of the supervisor.

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

Assists the Office of the Chief of Police on a daily basis.

Makes travel arrangements and maintains record of itinerary.

Completes check requests for variety of expenses that occur within Police Operations and Office of the Chief of Police

Handles and maintains the processing and filing of all special activity events, off duty work requests, vehicle accidents/pursuits, injury reports and their status, and disciplines.

Maintaining and Updating Squad Calendars and Sworn Personnel Schedule.

Assist in the preparation and submission of the Police Department’s annual budgets.

Assists and completes duties for other secretaries within Administration when needed. (Example, vacation leave, sick leave, etc.)

 

B. MARGINAL FUNCTIONS

Assists in the set-up of special ceremonies (awards, retirements, etc.)

Prepares files for destruction or off-site storage.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Graduation from high school, GED, or equivalent combination of training and experience. Certification as an administrative professional or professional secretary preferred. Experience in a wide scope of modern secretarial procedures and practices. Excellent public relations and communications skill required. Experience in public contact, previous experience in a secretarial position, or any equivalent combination of training and experience. 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 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 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 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, facsimile, word processor, laser printer, calculator, dictaphone, and typewriter.

Ability to type with speed and accuracy.

Ability to work regularly scheduled hours without modifications.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and understand conversation in English in various tones of voice, as well as accented or quickly spoken.

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

Ability to print and draw letters, numbers, words, characters, and symbols which are legible and understood by others.

Ability to type at high rates of speed which require the use of hands, wrists, and fingers.

Ability to walk, stand, and sit for periods longer than 30 minutes but not to exceed 8 hours consecutively.

Ability to lift, carry, push and pull items which weigh up to 15 pounds.

Ability to carry items for a distance which ranges from 10 feet to no more than 300 yards.

Ability to lift and/or carry items which are considered awkward to grasp or hold on to.

Ability to lift items (weighing less than 15 pounds) above the head or down from over the head.

Ability to hold items (weighing 1 to 10 pounds) for a period less than 10 minutes, without putting the item down.

Ability to stay in a bending, kneeling, or squatting position for periods less than 10 minutes.

Ability to go from a standing or sitting position to a bending, kneeling, or squatting position, or vice-versa, periodically.

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

Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to operate a motor vehicle; load or unload a vehicle with objects weighing no more than 50 pounds.

Ability to effectively work under pressure with extreme accuracy.



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 - 6/19/2012