Police Administrative Assistant II

Administrative Assistant II

The City of Jacksonville is seeking an experienced administrative professional that is accustomed to handling intermediate skilled clerical and responsible administrative work performing a variety of difficult office assistance and administrative tasks; does related work as required. Work is performed under regular supervision. This position generally works from 8:00 AM to 5:00 PM in the Police Department providing administrative support.

Essential Functions/Typical Tasks:

• Receives calls and callers for the department and ascertains nature of business, assists callers or directs to appropriate authority for disposition.
• Maintains complex and detailed files and records; maintains database; issues permits.
• Types letters and memos, prepares reports and charts; gathers data necessary for document preparation; generates departmental mailings.
• Answers questions and responds to inquiries or complaints on department and/or City operations, policies and procedures.
• Maintains a variety of operational, bookkeeping, budget and program records.
• Attends meetings of commissions, boards and committees; compiles and types agendas.
• Prepares minutes of meetings; prepares files and forwards action needs to proper department.
• Processes incoming and outgoing mail.
• Maintains registration system; collects and accounts for fees and charges.
• Receives, processes and enters a variety of information into computer system; submits data to outside agencies as required.
• Processes service and inspection requests; prepares work or service orders; schedules inspections.
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures.
• Establishes office procedures; sets up and maintains filing systems.
• Maintains attendance, time and payroll records.
• Assists with budget preparation.
• Orders and stocks office supplies and department forms; maintains office equipment supplies and requests repairs as required.
• Performs related tasks as required.
• Assists with processing F-3 Packets received from applicants.
• Schedules interviews.

Required

Education and Experience:

High School diploma or equivalent supplemented by course work in secretarial science and a minimum of 2 years office assistance experience. Applicants for the Administrative Assistant II will progress through the following steps prior to being considered for a department interview:
1. Minimum Qualification Screening
2. Online Assessment (Outlook, Excel, Word, Typing, Data Entry, & Customer Service) 3. Department Review Notifications are sent via email or text message as applicants progress through the selection process.

Knowledge, Skills and Abilities:

Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor;

ability to establish and maintain effective working relationships with associates and the general public. Equal Employment Opportunity The City of Jacksonville is an Equal Opportunity Employer. All qualified applicants are considered for employment without regard to race, color, sex, national origin, age, marital status, religion, or disabilities unrelated to the essential function of the position.

Benefits:

The City of Jacksonville offers a comprehensive benefits package to all eligible employees. Find out more about the benefits of working with the City.