Administrative Assistant- Police Department

The purpose of this position is to provide administrative support at an executive level and to assist in coordinating daily activities of the Daphne Police Department including, but not limited to, coordinating traffic grants, preparing grant reports, calculations, and submitting forms for reimbursement of grant funds, and serving as system administrator for the department's network computer systems.

• Coordinates administrative operations and processes a variety of documentation associated with department operations, within designated time frames and per established procedures; develops, maintains, and generates reports from database or network system; receives, reviews, records, types, and/or distributes documentation; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; creates, formats, and revises charts, graphs, flow charts, and worksheets;
  
  enters data into computer systems; maintains computerized and/or hardcopy records.
• Provides secretarial/administrative support for management and/or staff of assigned department; relieves management staff of routine administrative tasks; screens telephone calls, mail, e‑mail, and other communications and initiates appropriate action/response; receives and screens visitors; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation; develops and revises office forms.
• Acts as liaison with other departments, City officials, state/local agencies, professional individuals/groups, the public, or other individuals/agencies in matters pertaining to department programs or operations; coordinates communications and conveys information among department personnel.
• Performs customer service functions; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to routine questions/complaints and initiates problem resolution.
• Coordinates calendar activities for department management and staff, to include scheduling appointments, meetings, or other activities; updates calendars on a regular basis; coordinates travel arrangements, accommodations, conference registrations, or other travel‑related plans for department staff; communicates with individuals scheduled for appointments/meetings as appropriate; prepares agendas and materials needed for meetings.
• Provides staff support for meetings as required, which may include preparing agendas and meeting packets, coordinating room setup/refreshments, attending meetings, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.
• Processes purchasing documentation; receives purchase order requests and assigns numbers; researches products/prices with vendors and obtains competitive price quotes; maintains purchasing records.
• Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns proper budgetary code; completes travel expense vouchers, petty cash requests, and other payment requests; forwards invoices for payment.
• May process payroll documentation; review timecards/timesheets for accuracy and completeness; make calculations and research discrepancies; forward to human resources department for processing.
• Participates in budget process; assists in developing and monitoring budget; compiles annual budget requests; monitors approved budget accounts; assists department supervisors with purchasing and budgeting for departmental equipment and supplies.
• Performs general bookkeeping and financial recordkeeping tasks; maintains accounting logs/files; verifies, balances, and adjusts accounting records.
• Maintains petty cash fund for assigned area; disburses funds for expenditures…