Administrative Assistant, Senior - Police Chief's Office

Job Title

Administrative Assistant, Senior – Police Chief's Office

226040

Police Protection

Full-Time, Regular

$22.86 per hour

Monday through Friday, 8:00 a.m. – 5:00 p.m. This position is not remote or work from home.

Under general supervision, the Administrative Assistant, Senior provides administrative support services to the assigned work unit.

This is the journey-level classification in the Administrative Assistant series. The incumbent plans detailed methods to attain desired objectives working within established policy. Methods require use of initiatives and resourcefulness in developing processes and procedures. Works under indirect supervision, conferring with supervisor on unusual matters. This classification is distinguished from the Administrative Coordinator position, which reports to a department director and has responsibility for monitoring, performing, organizing, and coordinating work between multiple units or departments.

• Composes, edits, and types correspondence, memoranda, reports, charts, and other documents using various word and data processing software.
• Compiles data and statistics to complete various reports.
• Receives, reviews, date stamps, prioritizes, and distributes incoming mail to appropriate personnel.
• Screens telephone calls and visitors; provides information in response to internal and external requests.
• Maintains appointment calendars; coordinates meeting and travel schedules; makes travel arrangements as needed.
• Performs various administrative tasks.
• May provide administrative support for Council appointed Boards or Commissions.
• Establishes and maintains departmental files; processes purchasing, personnel, and payroll related documents.
• Researches and compiles data for budgets; assists with budget processing and monitoring; orders office supplies; reconciles expenditures.
• Prepares and processes resolutions, ordinances, and agenda items for City Council meetings.
• Regular and consistent attendance for the assigned work schedule is essential.

• Performs other duties as assigned.

The incumbent must decide work priorities and use independent judgment to coordinate departmental activities.

• Knowledge of
  :
  Office practices, procedures, equipment, and software, including word processing, spreadsheets, and other applications; rules of grammar and document preparation; applicable laws or ordinances; department policies and procedures.
• Skill in
  :
  Communicating clearly both verbally and in writing; completing basic mathematical calculations; operating a computer and standard software; establishing and maintaining effective working relationships; completing multiple tasks simultaneously. Preference may be given to candidates who are bilingual in English and Spanish.
• Education
  :
  High school diploma or GED equivalent required.
• Experience
  :
  Three (3) years of progressively responsible clerical or administrative support experience required. Any work‑related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.
• Licenses and Certifications
  :
  None required;
  State of Texas Notary Public preferred depending on area of assignment.
• Conditions of Employment
  :
  Must pass a drug test, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check.
• Physical Demands and Working Conditions
  :
  Primarily an office classification; standing and walking between work areas may be required. Finger dexterity needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.
  
  Employees may be required to lift, carry, push, and pull materials and objects weighing up to 25 pounds. Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Equal Opportunity Employer – EOE/M/F/V/D.