Administrative Assistant - Police - Full-time

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Administrative Assistant - Full-time

Department:  Police Department 

FLSA: Non-Exempt

Hourly: $15.36 - $18.62

Monthly: $2,662 - $3,227        
Annually: $31,943 - $39,814

Job Summary:

This position will provide highly skilled secretarial support to the Chief of Police; perform a variety of clerical functions in support of departmental operations for area of assignment; prepare correspondence and reports; maintain the Department’s records and documentation; conduct general bookkeeping functions; and perform other related duties as assigned.  

Duties/Responsibilities:

• Answers and screens incoming calls; responds to public inquiries and provides information regarding departmental operations, programs, policies, and procedures.

• Plans, schedules, and coordinates meetings for the Chief of Police; maintains and updates appointment calendars; organizes and books travel arrangements.

• Prepares correspondence, memorandum, meeting minutes, schedules, rosters, forms, fliers, press releases, newsletter articles, and/or other types of departmental documentation.

• Updates and maintains assigned departmental records, filing systems, and/or databases.

• Conducts a variety of general bookkeeping and accounting functions; processes purchase orders and tracks purchasing card activity.

• Provides assistance in preparing and/or administering assigned budgets; prepares budget transfer requests; tracks and monitors departmental expenditure.

• Ensures departmental payroll is submitted timely for each pay period.

• Compiles and analyzes data; prepares, generates, and maintains a variety of administrative, operational, financial, and/or statistical reports.

• Plans, coordinates, and executes special events and/or functions for the police department.

• May serve as secretary to assigned boards or commissions; prepares meeting agendas, packets, and legal notices; attends meetings and produces meeting minutes.

• Coordinates the ordering and distribution of office supplies, monitors supply inventories.

• Receives and processes building maintenance requests, coordinates with building maintenance personnel and/or outside service providers regarding repair work required.

• Provides backup coverage to other departmental staff as required or assigned.

• Performs other duties as assigned or required.

Skills, Knowledge and Abilities:

• Required knowledge of principles and practices of office administration.

• Required knowledge of records management principles and standards.

• Required knowledge of basic bookkeeping and accounting principles.

• Required skill in providing exceptional customer service and telephone etiquette.

• Skilled in modern office procedures, methods and equipment including computers, printers, calculators, and other office equipment.

• Computer proficiency in use of Microsoft Office, including Word, Excel, Outlook applications, and Adobe.

• The ability to communicate, understand and follow written and oral instructions.

• The ability to communicate (read, write, and speak) effectively in the English language with proper spelling, grammar, and punctuation.

• The ability to prepare clear and accurate correspondence (including emails), documents, and reports.

• The ability to prioritize and organize various assignments in order to produce efficient results.

• The ability to search files, records, and available databases quickly and accurately.

• The ability to establish & maintain cooperative working relationships with all contacted in the course of work.

• Required skill in providing exceptional customer service with tactful and appropriate responses to inquiries from the public, and other departments or agencies, including, but not limited to city departments, state, and federal agencies as well as private companies.

• Required skill in planning, scheduling, and coordinating meetings, events, and departmental functions.

Education, Experience and Other Requirements:

• Must be a United States Citizen.

• Must possess a valid Texas driver’s license, have and maintain a satisfactory driving record.

• High school diploma or GED with three (3) years of increasingly responsible administrative experience or general clerical work or related field.

• A licensed Notary Public or the ability to obtain a Notary Public License.

Physical Requirements:

This position requires the ability to stand or sit for extended periods of time in the day-to-day functions of the position.  The position may also require repetitive hand movement from time to time and fine coordination in typing documents using a computer.  Must be able to lift, drag, hold, pull, push and carry objects weighing up to 50 lbs. (such as file storage boxes), assisting other employees in the office, and moving or removing stored records.

Work Environment:

Majority of work is performed in an office setting and may be subject to ordinary risks typically found in an office environment.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.

“As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, gender expression, disability, national origin, veteran or marital status.”

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