Administrative Generalist - Police

Administrative Generalist

Under administrative direction of the Police Administrative Captain, serves in the capacity of a confidential Administrative Generalist supporting the Police Department administration. Performs a wide variety of responsible confidential and complex administrative and technical duties to relieve assigned management staff of technical, as well as general administrative details. Participates in the development, implementation, and administration of administrative policies, procedures, and programs;

performs a full range of general accounting and bookkeeping duties for the department; prepares a variety of fiscal, administrative, and operational reports; and serves as a liaison with other City departments and staff, outside agencies, and the public. This is a non-exempt position.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Assists with managing the department budget; oversees line item accounts of the department's budget for all divisions; gathers documentation pertaining to budget preparation, creates documents for preparation of fiscal and mid-year budgets; provides accurate budgetary information to staff members.
• Serves in the capacity of a confidential Administrative Generalist for a large, multi-functional department, independently planning and coordinating administrative support functions and services.
• Ensures adherence to established purchasing guidelines; ensures authorization of persons making daily purchases or other daily expenses incurred under division budgets; may research/obtain product information from vendors; recommends purchasing alternatives to Police Department management
• Responsible for processing the entire Police Department payroll with minimum supervision. Maintains employee payroll records and e-time systems. Adds and edits bi-weekly payroll information. Evaluates e-time information submitted by departments ensuring that time submitted is accurate. Advises divisions with questions and problems regarding payroll.
• Administers the Procurement Card program; monitors compliance with bank policies and procedures of usage of cards and assigns proper accounting/budgetary codes.
• Oversees processing of various documentation relating to departmental financial activities for all divisions; coordinates processing of invoices for payment; and enters requisitions.
• Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organization practices; develops and revises office forms and report formats; establishes procedural manual for clerical support services for assigned areas.
• Initiates, designs, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files.
• Performs an administrative review of Personnel Action Forms as needed.
• Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; research information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.
• Plans, directs, coordinates, and reviews assigned activities and operations of the department including assigned accounting, administrative support, technical and/or problem service areas; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved.
• Performs a wide variety of complex, responsible, and confidential duties for management and department staff; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Attends and participates in staff meetings as required.
• Operates a variety of office equipment including copier, facsimile machine, scanner, calculator, and digital camera. Also uses a computer to enter, retrieve, review, or modify data; utilizes word processing, database, spreadsheet, presentation, or other software programs.
• Performs related duties as required or assigned.

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• Operational characteristics, services, and activities of assigned functions,…