Police Clerk

Position Title: Police Clerk

Department: Executive

Reporting Structure: This position reports to the Police Chief with accountability to the City Manager

Job Grade/EEO Classification: H4 Hourly Administration/Non-Exempt

Job Summary:

Under the direction of the Chief of Police, accountability to the City Manager and guidance provided by the City Recorder/Treasurer, this position provides administrative, emergency and non-emergency redirect support and assistance, accounting and bookkeeping support for the efficient and effective operations of the City. The position supports leadership and provides cross-functional support for administrative co-workers through a variety of responsibilities to include reception, administration and compliance. The incumbent handles confidential and time-sensitive material and effectively communicates, ensuring that administrative duties are completed accurately, timely and delivered with a high degree of quality.

Responsibilities, Duties and Accountabilities:

• Performs administrative operations for the Police Department and the City of St. Mary’s;

• Answers phone calls, walk-in visitors and emails, handling incoming requests and issues timely, accurately and professionally;

• Processes police issued citation reports and accepts payments;

• Responsible for collecting, distributing and addressing daily mail and inquiries;

• Responsible for the prompt and efficient response to calls for emergency and non-emergency requests, redirecting them in a professional manner to the 911 emergency call center or another appropriate referral.

• Serves as a back-up support for collecting and entering incoming revenues, bookkeeping/financial entries and statements, records and reports;

o Prepares account invoices in accordance with city services;

o Receives and collects B&O, business licenses and other city taxes, reconciling reports and making deposits;

o Performs various book-keeping/tracking as assigned;

o Reviews banking reports to ensure proper account clearings and accurate charges/payments; reporting outcomes on a routine and timely basis;

o Receives walk-in payments for incoming invoices and billings in relationship to the correlating services,

o Prepares Time and Attendance review for the accurate and timely processing of the city’s payroll, administers employee’s adjusted time recordings;

This job description is not designed to provide a comprehensive listing of duties and activities, which may change within the timeframe of the job description.

o Provides accurate and timely book-keeping entries for Accounts Payable and Receivables; prepares bank deposits, invoicing and billing for services; reviews incoming billings in relationship to the correlating Purchase Orders and forwards to the leadership for review;

o Performs other bookkeeping duties as assigned;

• Assists and supports the administrative staff with duties related to shipping/receiving and distribution of materials, supplies and facilities assets;

· Prepares, submits and manages grants on behalf of the police department when applicable

• Maintains vendor and contractor services, records and contracts;

• Responsible to support leadership with policies and Standard Operating Procedures (SOP’s), and other related documents;

• Produces and maintains routine reports for leadership as assigned;

• Maintains professional working relationships with staff members, peers, leadership, customers and the general public;

• Other projects and duties as assigned;

• Regular and routine attendance and punctuality is required;

• Availability and willingness to work evenings, week-ends and holidays.

Requirements and Qualifications:

• High school diploma or GED, supplemented by college courses in Office Administration, Accounting or Business Administration

• Demonstrated administrative skills with a minimum of three (3) years of experience working in Office Administration, Accounting/Bookkeeping, or Business

• Demonstrated computer skills, preferably working with Microsoft Office products, office systems and programs and the ability to successfully navigate and maintain current knowledge and skills working with technology

• Demonstrated above average verbal and written communication skills

• Ability to maintain confidentiality and use discretion in working with proprietary and other sensitive information

• Demonstrated ability to maintain organized and prioritized workloads and manage multiple tasks and projects at the one time

• Demonstrated ability to work independently and within a team setting, maintaining effective work relationships with others

• Demonstrated excellent time management skills with a proven ability to meet deadlines; successfully multi-task, using strong organizational skills, and excellent analytical and problem-solving skills

• Demonstrated ability to prioritize tasks and to delegate them to staff members as appropriate

• Ability to maintain a regular and routine attendance and be punctual for work

• Availability and willing to work evenings, weekends and holidays as needed

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Ability to Commute:

• St. Marys, WV 26170 (Required)

Work Location: In person