Secretary - Police Department

Job Summary

Performs administrative and office support activities for assigned department.

Essential Functions

1. Receives and screens telephone calls, letters and/or visitors and customers; personally, handles problems or questions of a less technical nature, answers routine questions, and furnishes information when possible and efficient.

2. Composes, types and edits correspondence and memoranda using a variety of office and word processing equipment.

3. Routes and answers routine correspondence not requiring supervisor's attention.

4. Prepares special reports, gathering necessary information and summarizing data.

5. Organizes and maintains supervisor/department files including correspondence, records, etc., and follows up on pending matters.

6. Makes arrangements and schedules appointments as directed by supervisor(s).

7. Coordinates arrangements for meeting and conferences, establishing meeting time, location and contacts attendees.

8. Organizes, evaluates and expedites workload through supervisor's office.

9. Maintains excellent communication and fosters a collaborative working environment with all

departments as well as with the public.

10. May assign or schedule work and train other secretaries assigned same function or department.

11. Transcribes dictation, often of a technical and/or confidential nature, and operates computer and printer or other common office equipment for data storage and retrieval.

12. Performs related duties as directed when such duties are a logical and appropriate assignment to the position.

13. Regular and timely attendance are required for this position.

14. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.

Required Skills

SKILLS, KNOWLEDGE AND ABILITIES

* Knowledge of general office policies and procedures.

* Ability to operate modern office equipment, including computers, printers, copy machines, etc.

* Ability to type and enter data with speed and accuracy.

* Ability to maintain confidentiality.

* Ability to interact with the public and staff tactfully and professionally.

* Skill in completing multiple tasks simultaneously and meeting deadlines.

* Must have excellent oral and written communication skills as well as good organization skills.

* Must have a professional, customer-oriented work ethic with a willingness to learn and adapt to an always changing environment.

* Good knowledge of spelling, punctuation, grammar and formatting.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS

High school diploma or GED plus four years of clerical office experience or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills and abilities to perform the essential functions of the job.

Some college preferred.

Ability to pass clerical skills test which may include keyboarding, Word, Excel and/or language arts depending upon the position.

All secretary positions must have a valid Texas driver's license with an acceptable driving record as defined by City policy.

All secretary positions must pass a pre-employment drug screen.

Secretary position assigned to the department as follows must:

Police Secretary must pass a full background investigation and polygraph test and must never have

been convicted, put on court-ordered community supervision, or probation for any criminal offense

above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten years from the

date of the court order.

Due to Criminal Justice Information Security (CJIS) requirements, the candidate

must never have been convicted, put on court-ordered community supervision, or probation for any

criminal offense above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten

years from the date of the court order. Class A Misdemeanor Conviction, Deferred Adjudication, or

Felony Conviction are permanent disqualifiers..

WORKING CONDITIONS

While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.

Disclaimer

The above statements are…