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Department / Division: POLICE DEPARTMENT
FLSA STATUS: Non-exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11
Purpose of Job
The purpose of this job is to perform administrativesecretarial functions
and provides general support to the assigned staff and to the Command,
Uniform, Drug and Vice, Criminal Investigation, Strategic and Professional,
Information Management andor Communications Divisions. Duties and
responsibilities include, but are not limited to: preparing, reviewing,
disseminating andor filing routine correspondence and reports handling
personnel matters for the department receiving and processing incoming and
outgoing mail, telephone calls and other correspondence maintaining
records and performing additional tasks as assigned.
Essential Duties and Responsibilities
The following duties are normal for this job. These are not to be
construed as exclusive or all-inclusive. Other duties may be required and
assigned. Transcribes, prepares andor generates routine correspondence, letters,
memoranda, forms, reports and other documents via computer andor
typewriter receives, opens and reviews incoming mail determines routing
and distributes as appropriate responds to routine correspondence
prepares outgoing mail notarizes documents. Greets visitors, ascertains nature of business, assists andor directs
visitors to appropriate person responds to routine requests for
information from officials, employees, members of the staff, the public or
other individuals. Compiles time records and prepares divisional payroll, to include reviewing
employee time sheets, verifying data and reconciling discrepancies,
performing calculations, forwarding completed payroll as appropriate,
receiving, sorting and distributing paychecks. Maintains appointment calendars coordinates calendar activities
plansschedules and appointments and facility usage, meetings, etc. updates on a regular basis contacts parties involved as appropriate. Acts as liaison between the department and other governmental departments
disseminates personnel information to departmental employees advises
employees on personnel, departmental, or other policies, procedures or
regulations completes all personnel actions for departmental employees. Maintains and organizes ACCPD personnel management computer system and
related records and information prepares and maintains confidential
departmental personnel files and records. Receives forms related to employee injuries (i.e. loss notices, supervisor
reports, exposures to blood or bodily fluids) ensures appropriate
signatures forwards to Risk Management maintains records. Monitors, updates and validates the fire and burglar alarm emergency
contact roster and on-call lists for DEFACS, Juvenile Court, local banks,
utility companies, Animal Control, Traffic Engineering, etc. for the 911
Center and the Computer Aided Dispatch. Provides backup coverage for other support staff as designated assists the
accreditation Sergeant, Internal Affairs and Training Sergeant as needed. Prepares, calculates and submits reimbursement requests for recovery of
overtime and non-overtime expenses for the unit. Receives, opens and reviews incoming mail determines routing and
distributes as appropriate responds to routine correspondence prepares
outgoing mail. Notarizes documents. Prepares departmental files maintains file system of departmental records. Copies and distributes correspondence, memoranda, reports and other
related materials. Maintains inventory of divisional office supplies initiates orders for new
or replacement materials receives and distributes office supplies. Answers the telephone provides information takes and relays messages
andor directs calls to appropriate personnel returns calls as necessary. Responds to routine requests for information from officials, employees, the
public or other individuals. Performs other related duties as required. Maintains confidentiality and professional integrity in involvement with
departmental issues. When assigned to the Drug and Vice Unit:
Prepares search warrants and arrest warrants. Maintains Drug TRAK computer program inputs data from confidential
investigative reports. Maintains database of local alcoholic beverage establishments and generates
related reports processes alcohol beverage license applications and
performs background checks. Maintains records of funds as assigned calculates account balances
requests reimbursement.
Knowledge, Skills and Abilities
Knowledge of the policies, procedures, and activities of the Police
Department as they pertain to the performance of duties relating to the
position of Administrative Secretary. Knowledge of the terminology used
within the department. Knowledge of applicable federalstate statutes,
unified government ordinances, departmental policies and procedures, and
departmental methods as required in the performance of duties. Knowledge
of modern office procedures, record maintenance and file management. Knowledge of and the ability to operate various office equipment including
a computer, typewriter, calculator, copier, shredder, and telephone. Knowledge of word processing, database, spreadsheet andor other software
relevant to the position. Ability to compile, organize, prepare and
maintain an assortment of records, reports and information in an effective
manner and according to departmental andor governmental regulations. Ability to communicate effectively with supervisors and other staff
members. Ability to use independent judgment in routine and non-routine
situations. Ability to handle the required mathematical calculations. Ability to establish and maintain effective working relationships with
employees, supervisors and others as appropriate. Ability to utilize and
understand computer applications and techniques as necessary in the
completion of daily assignments. Ability to plan, organize andor
prioritize daily assignments and work activities. Ability to comprehend
and apply the regulations and procedures of the department. Ability to
type accurately and to record andor transcribe dictation with appropriate
speed.
Minimum Training and Experience Required to Perform Essential Job Functions
High school diploma or equivalent with two years of clerical, bookkeeping
or general office related experience required a VocationalTechnical
degree in Accounting, Secretarial Sciences or related discipline preferred
or any equivalent combination of education, training, and experience which
provides the requisite knowledge, skills, and abilities for this position. May require a drivers license. Must be or have the ability to acquire
Notary Public status.
(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of
machinery and equipment including a computer, typewriter, calculator,
copier, fax machine, shredder and telephone. Must be able to use body
members to work, move or carry objects or materials. Must be able to exert
up to twenty pounds of force occasionally, andor up to ten pounds of force
frequently. Physical demand requirements are at levels of those for
sedentary work.
DATA CONCEPTION: Requires the ability to compare andor judge the readily
observable functional, structural, or compositional characteristics
(whether similar to or divergent from obvious standards) of data, people,
or things.
INTERPERSONAL COMMUNICATION: Requires the ability to speak andor signal
people to convey or exchange information. Includes givingreceiving
assignments andor directions tofrom co-workers, assistants or
supervisors.
LANGUAGE ABILITY: Requires the ability to read a variety of informational
documentation, directions, instructions, methods and procedures. Requires
the ability to prepare letters, reports, etc., using prescribed formats and
conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and
confidence.
INTELLIGENCE: Requires the ability to learn and understand relatively
complex principles and techniques to acquire and be able to expound on
knowledge of topics related to primary occupation and to make independent
judgment in the absence of management.
VERBAL APTITUDE: Requires the ability to record and deliver information, to
explain procedures, and to follow oral and written instructions. Must be
able to communicate effectively and efficiently in a variety of
administrative, technical or professional languages including legal and law
enforcement terminology.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas
add and subtract totals multiply and divide determine percentages and
interpret graphs. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper
length, width, and shape, visually with a variety of machinery and
equipment including a computer, typewriter, calculator, copier, shredder,
fax machine and telephone.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in
using office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such as
automated office equipment, secretarial supplies, and computer supplies. Must have the ability to use one hand for twisting or turning motion while
coordinating other hand with different activities. Must have minimal
levels of eyehandfoot coordination.
COLOR DISCRIMINATION: May require the ability to differentiate between
colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond
giving and receiving instructions. Must be adaptable to performing under
moderate stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk andor hear: (Talking
- expressing or exchanging ideas by means of spoken words). (Hearing -
perceiving nature of sounds by ear). Must be able to communicate via
telephone.
DISCLAIMER: THE INFORMATION CONTAINED ON THIS WEBSITE IS PROVIDED "AS IS" AND WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES REGARDING THE ACCURACY OR COMPLETENESS OF THE INFORMATION CONTAINED ON THIS SITE OR IN ANY REFERENCED LINKS. [ Read More ]
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