Administrative Assistant PD

This recruitment will be used to fill a vacancy in the Police Department.

All appointments to this position are subject to the successful completion of an in-depth background investigation conducted by the Rialto Police Department.

To provide office administrative and secretarial support to assigned department or division manager or supervisor; to maintain various records and files; to oversee the daily operations of assigned department or division office; and to perform a variety of administrative and secretarial duties relative to assigned area of responsibility.

Provides responsible administrative and secretarial support to assigned department or division manager or supervisory staff; oversees daily operations of assigned division office.

• Screens office visitors and telephone callers; provides front counter assistance to the public; responds to and resolves complaints and requests for information on regulations, procedures and rules in assigned division.
• Receives, sorts, opens and distributes division mail to appropriate staff; maintains logs of mail received for assigned supervisory staff.
• Types and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft, dicta phone or verbal instruction; takes and transcribes dictation; composes correspondence for review and signature of management staff.
• Maintains a calendar of activities, meetings and various events for the assigned division; makes travel arrangements; coordinates meetings and activities with other City departments, the public and outside agencies.
• Provides word processing support to assigned division; ensures all documents conform to format and standards.
• Maintains and orders office supplies; prepares purchase orders; receives invoices and checks for accuracy; processes payments.
• Provides support in the administration of the assigned division budget; processes purchase requisitions and purchase orders; submits to management staff for review and approval; monitors expenditures; participates in grants administration activities.
• Maintains, develops and implements division filing systems and records; modifies systems as appropriate.
• Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing.
• Collects and compiles data to draft and produce a variety of reports and correspondence.
• Performs data entry and file maintenance for time sheets and related payroll documents in assigned division; enters data into centralized computer systems; verifies data; transmits to centralized payroll location; maintains accurate records and time sheets.
• As assigned, may provide administrative support to a variety of meetings including commission meetings; attends meetings; prepares and compiles agenda and agenda packets; disseminates information as appropriate.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Three years of administrative support or clerical experience. Type at a net speed of 45 wpm. A typing certificate from an accredited school or agency must be submitted with your application, no later than upon completion of the background check and must be less than one (1) year old from the date of submittal.

High School diploma or equivalent supplemented by specialized secretarial training.

• General office administration and secretarial practices and procedures.
• Business letter writing and basic report preparation techniques.
• Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.
• Principles and procedures of record keeping.
• Mathematical principles.

• Perform office administrative and secretarial support services to assigned division management and supervisory staff.
• Type at a speed necessary for successful job performance.
• Prepare clear and concise reports.
• Operate office equipment including computers and supporting word processing and spreadsheet applications.
• Interpret, explain and enforce division policies and procedures.
• Perform secretarial work involving the use of independent judgment and personal initiative.
• Prepare correspondence and memoranda.
• Work independently in the absence of supervision.
• Maintain confidential records and reports.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
• English usage, spelling, grammar and punctuation.
• Pertinent Federal, State and local laws, codes and regulations.

A City application form and supplemental…