Free Sample Job Description R43-POADMSEC

Document Sample
Free Sample Job Description  R43-POADMSEC Powered By Docstoc



Under the direction of the Police Chief, perform advanced secretarial/clerical and office management work in support of the Police Department, involving a broad range of administrative, organizational, clerical, public relations, and information work. REPRESENTATIVE DUTIES: Act as personal and confidential secretary to the Police Chief and administrative staff; transcribe dictation; screen visitors and phone calls; prepare and compose correspondence; maintain appointment calendar; process and route incoming mail; make travel arrangements.√ Schedule meetings; act as liaison between the group and City departments, other agencies, and the public.√ Develop and maintain an extensive filing and records system; maintain personnel records and records of complaints, internal investigations, responses to complaints, and disciplinary actions taken.√ Assist in preparation of the Police Department annual budget; prepare Administration Division budget; assist managers with preparation of their division budgets; develop spreadsheets and graphs; compile, maintain, track, and monitor department budget data; make various calculations, tabulations, and compilations; prepare documents and reports related to department budget activities; maintain fund balances and current detailed accounting of department expenditures.√ Prepare requisitions, purchase orders, expense claims, and fund transfers; verify invoices and vouchers for payment; order supplies and equipment.√ Accept and account for money paid for permits, registrations, and other statutory fees; prepare cash reports and deposit money with the Finance & Information Services Department; maintain departmental financial records; prepare monthly reports as required. Research and organize data for preparation of monthly and annual reports, special projects, and programs.√

Police Administrative Secretary II – Continued

Page 2

Develop and maintain department payroll computer program; enter and verify payroll data; develop and maintain records on leave accruals and uses for each employee; forward prepared totals for each pay period to Payroll; provide requested information regarding payroll issues to department employees; act as liaison between department and Payroll Technician; authorize and track payroll deductions and premiums for all department employees.√ Provide information and assistance to the public; resolve or refer complaints. Input information into computer system for purchase orders from department purchase requests; match invoices, receiving slips, and purchase orders; ensure accurate and valid account numbers are noted; resolve discrepancies; authorize payment of department purchases.√ Type or word process a variety of reports, legal documents, permits, fund applications, and related written materials.√ Act as office coordinator; supervise, train, and evaluate work performance of other secretarial and/or clerical staff; monitor work flow, prioritizing and assigning work as necessary.√ Use computers, copiers, calculators, FAX machines, and other office equipment as required.√ Perform related duties as assigned. √ Essential Job Function

KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: • Modern office procedures. • Supervision and training of employees. • Work performance evaluation techniques and objectives. • Planning and organizing work flow management. • Basic budget preparation techniques and budget monitoring and control. • Accounting and recordkeeping methods and techniques and basic mathematics. • Research, data collection, and compilation techniques. • Business English, letter composition and report preparation. • Computer software programs and other office equipment operation. • Police Department policies, procedures, and operations. ABILITY TO: • Operate a word processor, copier, calculator, and other office machines. • Type accurately at 65 words per minute. • Transcribe machine dictation.

Police Administrative Secretary II – Continued
• Develop and maintain sophisticated filing and recordkeeping systems. • Establish and implement procedures to improve the efficiency of the office. • Communicate effectively, both orally and in writing. • Establish and maintain cooperative working relationships. • Learn the operation of a computer and special computer programs as necessary. • Maintain the confidentiality of sensitive information. • Take notes and record minutes of meetings. • EDUCATION AND EXPERIENCE:

Page 3

Any combination equivalent to: high school graduation, including or supplemented by courses in typing, office machines, bookkeeping, and office management and three years of office management experience or increasingly responsible secretarial/clerical experience, including the operation of computer software. Previous experience in local government, law enforcement, and supervision preferred. OTHER REQUIREMENTS: Stringent personal background investigation, polygraph examination, psychological evaluation conducted by a psychologist, and a medical physical, including a drug-screening test. WORKING CONDITIONS: Work is performed in an office environment.

Revised: July 1996, March 2001