Administrative Secretary (Police

This position is responsible for providing secretarial and clerical support for assigned department operations.

• Maintains department files and records.

• Receives, copies, and distributes documents, including warrant, subpoenas, etc.

• Prepares correspondence, memoranda, and forms.

• Gathers information and prepares reports, grant applications, and other documents.

• May assist in the processing of department payroll.

• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; responds to emails.

• Schedules and coordinates meetings and training classes; prepares agenda minutes and agendas.

• Maintains a variety of assigned department calendars.

• May monitor office supply inventory; places and expedites orders; verifies receipt of supplies; contacts vendors for quotes and to resolve problems.

• May review invoices and receipts; verifies accuracy; codes and forwards invoices for payment; enters purchase order requisitions.

• Opens, sorts, and distributes incoming mail.

• Processes travel reimbursement requests.

• Assists with the coordination of special events and programs.

• Assists the Quartermaster with maintaining equipment logs and purchase requests ensuring equipment and purchases are tracked electronically.

• Performs related duties.

• Knowledge of modern office practices and procedures.

• Knowledge of city and departmental policies and procedures.

• Knowledge of computers and job-related software programs.

• Knowledge of customer service principles.

• Skill in prioritizing and organizing work.

• Skill in the provision of customer services.

• Skill in the maintenance of files and records.

• Skill in oral and written communication.

The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.

Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

• The work consists of related secretarial and customer service duties. Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to provide secretarial and customer support for department operations. Successful performance contributes to the efficiency and effectiveness of those operations.

• Contacts are typically with co-workers, other city employees, representatives of other law enforcement agencies, vendors, and the public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

• The work is typically performed while sitting at a desk or table.

• The work is performed in an office.

None.

• Graduation from standard senior high school or GED, as recognized by the United States Department of Education (USDE) or Council for Higher Education Accreditation (CHEA);
  and

• Two (2) years recent progressively responsible experience in secretarial work;
  and

• Six (6) months recent work experience in the use of Microsoft Word.

• Six (6) months recent work experience in the use of Microsoft Office Suite (Excel, Outlook, PowerPoint, Access) preferred.

The City of Dothan’s Police Department will administer a polygraph examination to anyone hired/promoted/transferred into the Police Department. The examination will be a question-and-answer test that covers areas of your background, including but not limited to your employment application, employment history, and involvement in criminal activity, such as thefts and domestic violence, drug usage and participation in the distribution of illegal and legal prescription medications.

• Applicants are required to type a minimum of 30 net words per minute. A typing test will be administered at the time of application and must be on file by the advertised deadline. (See City of Dothan's Typing Test/Retest Policy).

• Valid operator driver license and acceptable driving record. (PBA 9/10/01)

• May require…