Assistant II, Administrative

As an assistant to the police department’s command staff,works directly under the supervision of the Chief of Police and is responsible for providing clerical and administrative support to the Chief of Police and the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES
include the following: (Other duties may be assigned as needed)

• Coordinate administrative operations between the police department and other city departments and outside entities.
• Responsible for monitoring and maintaining records and databases of department funding and expenditures, budget line items and assists with budget preparation.
• Assists in the procedures required for locating, filing, and tracking grants.
• Performs secretarial activity; prepares official correspondence including form letters, memorandums, draft ordinances/resolutions, reports, and other materials from clear copy or rough draft. Utilizing computer programs, designs, and creates forms, spreadsheets, graphs, databases, and procedures for information management.
• Collects and prepares data for reports; prepares and presents recommendations pertaining to specific subject matter as directed by the Chief of Police.
• Answers and directs communications for the Command Staff and provides information as required. Schedules appointments, maintains a calendar of appointments and activities, and performs other administrative and diverse clerical duties.
• Responsible for coordinating the hiring process of new employees with Human Resources to include scheduling, reviewing and submission of records in accordance with Arkansas Commission on Law Enforcement Standards.
• Acts as the custodian of the department’s working files, and grant documents and records; establishes and maintains filing systems, control records, and indexes using reasonable independent judgment.
• Assists in planning and managing processes related to the Department’s annual budget, with emphasis on administrative costs.
• Receives the public and answers questions, responds to inquiries, or refers the public to the appropriate department employee with responsibility for the matter.
• Gathers data and formulates pamphlets and/or reports for department-sponsored activities.
• Assists in the research, procurement and tracking of materials and supplies.
• Coordinates department sponsored programs and travel plans for department approved training, conferences and meetings when directed.
• Custodian of department’s petty cash account.

None required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be a citizen of the United States.
• Must possess a valid driver’s license.
• Must not have any felony convictions or disqualifying criminal history.

Four (4) years related experience and/or training;
Associate Degree or equivalent from a two-year college or technical school; or equivalent combination of education and experience. Other job-related education and/or experience may be substituted for all or part of these basic requirements upon approval of the Chief of Police.

Ability to read and comprehend the following in the English language: complex instructions, assorted correspondence, and memorandums. Ability to write detailed correspondence and reports. Ability to effectively present information in one-on-one and small group situations to citizens and other employees within the department and/or city government.

Ability to add, subtract, multiply, and divide in all…