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ADMINISTRATIVE ASSISTANT POLICE

Revised: 9/5/2024

POSITION DETAILS

Position Title: Administrative Assistant Police

FLSA Classification: Non-Exempt

Salary Grade: 8

Reports To: Police Chief

Cell Phone Stipend: ? Eligible ? Ineligible

Supervisory Functions

? Full-Time Employees ? Seasonal Employees

? Part-Time Employees ? Volunteers

? Temporary Employees ? No Supervisory Functions

BASIC FUNCTION

Under the direction of a Department Head, Division Manager, or Supervisor, perform a variety

of secretarial and administrative assistance duties to support office operations and activities;

plan and perform administrative office coordination to ensure smooth, timely, and efficient

office operations for the department; assist in the coordination of department services and

activities; research, collect, analyze and compile data and statistics and create content for

inclusion in reports (for example, Annual Report and Monthly Reports) maintain financial

records, files and budget projections and reconciliation related to departmental operations,

programs, and expenditures.

DISTINGUISHING CHARACTERISTICS

Administrative Assistant incumbents perform a broad range of complex duties to ensure

smooth and efficient office and department operations and work with little supervision.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform

these essential functions.

Perform a variety of administrative, clerical, and public relations duties to support office

operations and activities; perform administrative office coordination; relieve the

Department Head, Manager, Supervisor, and other department personnel of technical

clerical and administrative duties having a department-wide impact.

Perform a variety of research and assist with special projects as assigned; research,

analyze, and prepare recommendations or conclusions on assigned projects; coordinate

communications with other departments, government agencies, civic groups, law

enforcement agencies, and cities as assigned.

ADMINISTRATIVE ASSISTANT POLICE

Revised: 9/5/2024

Organize and coordinate office and department functions, activities, and

communications; ensure efficient workflow of office operations; maintain a variety of

computer files and databases related to department operations and activities.

Maintain financial records and files about departmental expenditures, budget balances,

payroll, personnel, and operations; prepare status reports, charts, and graphs as

requested. Budget: anticipate purchases; provide information about trends related to

budget costs; monitor and reconcile all budget lines monthly; earmark and close

budgets as required. New budget: projections for the upcoming year for income and

expenditures; 12-month estimates; grant estimates; fee resolutions; computation of

Humane Society garbage, ILETS, and Whitcom costs; research, track, and provide

information for subscriptions and IS budget costs; revenue estimates; track and upload

justification letters; input numbers into the budget; collaborate and provide information

to sergeants regarding budget projections; maintain and update departmental manifest

Budget Worksheets used for planning; and research and plan for minor equipment

items. Year-end: maintain a list of budget needs throughout the year and evaluate the

possibility of purchase at the end of the year; large and small department purchases;

and change over budget spreadsheets and uniform files to new fiscal year.

ICAC MOU for legislative-directed pay, initiate for PERSI and/or wage increases, and

benefit changes each year. Prepare table showing changes, submit to Legal andFinance,

track and follow the document through Council approval; and answer questions and

provide information to the Attorney Generals Office. Track travel reimbursements and

grant overtime. Monthly invoices for AGs office for ICAC effort, track reimbursements

and follow any new procedures from the AGs Office.

Prepare process and coordinate the purchase of department and office supplies and

equipment according to established guidelines; research and obtain the best quality of

product for price with cost analyses and history match invoices and related documents

and submit for payment; maintain office supply inventory levels.

Prepare a variety of statistical, financial, and narrative reports and records as necessary;

assist in budget preparation, projection, maintenance, and control; track department

expenditures.

Compose, prepare, @type, and distribute a variety of correspondence, letters, me

City of Moscow

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Administrative Assistant - Police