Senior Staff Assistant

Please Note: a candidate must successfully pass a thorough background investigation, including a criminal history check for job-related convictions, fingerprinting, polygraph test, credit check, and a drug use history to be considered for this position.

IDEAL CANDIDATE STATEMENT

The Sacramento Police Department is seeking a Senior Staff Assistant to join its Personnel Services Division. The ideal candidate would possess strong customer service and interpersonal skills and be able to thrive in a small team environment. This candidate would be self‑motivated, able to work independently, and highly organized to ensure the timely and efficient hiring of employees for various academies and trainings.

They would be comfortable working with professional and sworn staff of all levels in the Police Department, as well as other City staff and any organizational partners who the Department interacts with regularly.

Under general supervision, a Senior Staff Assistant performs a wide variety of responsible, confidential and complex clerical duties; compiles, types and proofreads documents; sorts, files, and distributes documents and correspondence; compiles and maintains confidential materials; maintains records; responds to inquiries.

DISTINGUISHING CHARACTERISTICS

This journey‑level classification is populated with multiple incumbents. The Senior Staff Assistant independently performs difficult clerical tasks requiring specialized knowledge of clerical functions and department operations. The Senior Staff Assistant is distinguished from Staff Assistant in that the former performs more complex and technically difficult clerical tasks and works more independently.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a division manager or senior‑level professional.

• Researches, compiles, tabulates, checks, and maintains data for special projects and various statistical and financial reports; prepares basic statistical reports, charts and graphs; maintains records for funds and expenditures; maintains complex filing systems and databases.
• Compiles and maintains confidential materials and records related to labor negotiations.
• Types and proofreads a variety of documents including reports, memos, and statistical charts from oral direction, rough draft forms, copies, notes, or transcribing machine recordings; operates adding machines and other office equipment; composes routine correspondence.
• Receives, reconciles and matches bills, claims and other documents, verifies information and searches for missing information; maintains inventory records and information logs; processes purchase requisitions; maintains purchase records; resolves errors in orders received and invoices; orders office supplies; submits expense claims.
• Compiles, tracks, and maintains contract and insurance certificate files for consultants and vendors; reviews and analyzes such contracts and certificates to ensure compliance with the City’s insurance requirements; processes, completes, and forwards proper forms with necessary signatures to appropriate outside administrative agencies on a timely basis.
• Schedules appointments and various meetings; acts as receptionist; answers the telephone and waits on the general public, gives information on department policies and procedures as required.
• Issues, receives, types, and processes various applications, permits, and other forms; reviews, processes and files routine forms; responds to complaints and requests for information regarding the intent of instructions, precedents, and regulations; explains program requirements.
• Assists in the training of new personnel.
• Provides exceptional customer service to those contacted in the course of work.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment and business writing.
• Record keeping principles and procedures.
• Mathematical calculations.
• Policies, practices, and procedures.

Skill in:

• Use of computers, computer applications, and software.

Ability to:

• Type at a…