Administrative Assistant; Chief of Police

Job Title

The purpose of this classification is to perform specialized administrative/clerical work in support of an assigned department or division with an emphasis on providing administrative support to management and senior staff and/or coordinating administrative functions of multiple work units within the assigned department. Specific job duties and responsibilities will vary depending on department.

Coordinates and provides administrative/clerical support for an assigned department or division; processes a variety of documentation within designated time frames and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts.

Provides more complex administrative/clerical support for management and/or senior staff of assigned department or division; relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; composes, types, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.

Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations.

Processes documentation pertaining to purchasing, accounts payable, budget or general financial management; assists with budget preparation; monitors expenditures to ensure compliance with approved budget; coordinates internal accounting activities; maintains current balances for general ledger accounts, processes and reconciles p-card purchases, invoices, and purchase orders. Receives moneys in payment of various fees, fines, deposits, or services; records transactions, issues receipts, and forwards revenues as appropriate.

May be tasked with maintaining and monitoring petty cash fund.

Maintains electronic calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, conferences, training or other activities; updates calendar on a regular basis and notifies parties involved of changes. Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment; attends meetings; records and/or transcribes meeting minutes;

distributes documentation; maintains records.

Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.

Communicates with supervisor, employees, other departments, City officials, vendors, customers, the public, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Performs customer service functions in person, by telephone, mail or email; provides information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions or complaints, researches problems, and initiates resolutions; refers complaints/problems to appropriate personnel. Answers telephone calls and greets visitors; ascertains nature of business, directs callers or visitors to appropriate personnel, and records/relays messages;

responds to requests for service or assistance.

Performs data entry functions; verifies accuracy of entered data and makes corrections; develops databases and computerized reports. Prepares, types, proofreads and/or completes various forms, reports and correspondence. Processes forms/applications relating to department services, issues permits as appropriate; publishes advertisements for meetings, hearings, notices, or other activities.

Maintains file system of various files/records for the assigned area including electronic files; conducts records maintenance activities in compliance with guidelines governing record retention.

Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.

Distributes documentation between department/staff members and internal/external individuals/agencies; sorts and distributes mail or other documentation to…