ADMINISTRATIVE SECRETARY

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 secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience required an Associates degree in business, secretarial science, or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Supervisory experience is preferred. Must possess or have the ability to acquire Notary Public status. Must possess a valid drivers license.

(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.

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