JOB DESCRIPTION
ADMINISTRATIVE ASSISTANT
Are you the kind of person who loves to
help othersand would jump at the opportunity to help
make their community a better placeto live and work?
Are you the kind of person who thrives working as a
member of a team
to
overcome challengesand
solve problems?
Are you looking for an opportunity to
develop your skills
and
embark on a rewarding career?
ThenYOUjust might be who we are looking for...
Job Title
: Administrative Assistant
Employee Type: Full Time
Department
: Police Department
Reports To: Chief of Police
FLSA Status
: Non-Exempt
Salary: $50,960.00 - 54,787.20 DOQ
POSITION PURPOSE:
Under the supervision of the Chief of Police, this position shall perform various general secretarial and clerical support duties; provide word processing and data entry support; and provide general information and assistance to City staff and the public.
Duties of this position are varied and require considerable knowledge of department operations, policies, and procedures; office and information management systems; and shall perform all other related work as required.
ESSENTIAL DUTIES:
The following duties and functions are normal for this position. The omission of specific statements of the duties/functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned, and expected commensurate with the administrative needs of the police department.
Provides initial contact with the public for callers contacting the police department administrative division over the telephone and in person; determines the nature of the contact; provides factual information regarding services, policies, and procedures, takes messages, or directs the caller to the proper individual or agency.
Schedules appointments and meetings for the Chief of Police.
Provides support to other police department staff as needed.
Processes department's payroll records, verifying regular, overtime and leave; forwards data to the City Clerk for payroll preparation after approval by the Chief of Police.
Maintains time and leave records for police department staff.
Performs administrative and manual work related to the acceptance, preservation, safeguarding, and disposition of found, recovered, or evidentiary property in accordance with law and Departmental policy and procedures.
Prepares correspondence, forms, purchase orders, labels, and specialized documents from drafts, notes, previous documents, or brief instructions, using a word processor, spreadsheets, or @typewriter.
Strong skills in the various MS Office products (Word, Excel, Powerpoint, etc.) a plus.
Proofreads and checks materials for accuracy, completeness, compliance with departmental and City policies, and correct English usage, including grammar, spelling, and punctuation.
Establishes and maintains office files; researches and compiles information from such files and purges or transfers files as required.
Prepares monthly or yearly reports relating to police department activities for distribution to the City council and/or City staff.
Serves as the department's point of contact with the State agencies that manage the CJIN (Criminal Justice Information Network) and MTIBRS (Montana Incident-Based Reporting System) systems.
Serve as the Terminal Agency Coordinator (TAC) for the department, and ensure departmental compliance with CJIN requirements, including updating CJIN training with department staff.
Maintains and safeguards personnel background files inaccordance with law and Departmental policies and procedures.
Processes incoming and outgoing mail.
Process purchase requisitions and orders as needed.
Orders and maintains an inventory of office supplies for the police department.
Operates a variety of standard office equipment, including a computer, copier, facsimile equipment, a centralized telephone system, and a two-way radio.
Attend police department staff meetings as directed for maintaining a record through minutes of discussions and directions.
Prepare and schedule travel arrangements for police department personnel for training, conferences, etc.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of
Standard office practices and procedures, including the operation of standard office equipment.
Business arithmetic.
Business letter writing and the standard format for correspondence and reports.
Correct English usage, including spelling, grammar, and punctuation.
Computer applicatio
