What are the responsibilities and job description for the Administrative Assistant - Police position at City of Texarkana?
GENERAL PURPOSE
Provides a variety of routine, complex, and administrative work in the administration of the standard operating procedures of the department.
SUPERVISION RECEIVED
Works under the general supervision of the Services Division Assistant Chief.
SUPERVISION EXERCISED
None.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Prepares attendance slips for payroll information.
Maintains payroll files, rejected applicant files, pre-employment files, and various other files as necessary.
Types purchase requisitions, correspondence, memos, documents, application letters, Civil Service letters, and various forms.
Furnishes information and conducts routine transactions; receives incoming telephone calls on multi-line phone; supplies routine information.
Types forms, letters, reports, and other documents from rough draft or from detailed instructions.
Submits requests for orders of supplies and/or equipment as needed and directed.
Operates standard office equipment, including copier, fax machine, postage machine and binding machine.
Has a working knowledge of the Odyssey program: ability to look up suspects/victims, complete or correct reports, and disseminate information regarding offense and crash reports.
Types letters for Police Chief as needed.
Types letters and mails appropriate forms regarding applicant processing if assigned.
Prepares travel vouchers for out-of-town training. Makes travel arrangements if assigned.
Prepares and distributes training notifications if assigned.
Maintains schedule of training calendar and enters training records into computer if assigned.
Prepares certificates for Departmental awards, promotions, and police officer appointments if assigned.
Screen walk-in complaints.
Prepares and maintains TCOLE paperwork for police officers and telecommunications operators if assigned.
Prepares and maintains Field Training Manuals for Field Training Program Coordinator and copies them as needed for Field Training Officers and Recruits if assigned.
PERIPHERAL DUTIES
Performs related work as assigned by the Services Assistant Chief.
DESIRED MINIMUM QUALIFICATIONS
- Graduation from high school or GED equivalent.
- One (1) to two (2) years of post-secondary education or training in secretarial courses or a related field preferred.
- An equivalent combination of education and experience.
Necessary Knowledge, Skills, and Abilities:
- Knowledge of the principles and practices of modern office systems and programs, working knowledge of basic arithmetic, aptitude of detail work. Ability to read and relay detailed information to employees and the general public.
- Ability to type 40-45 wpm with a high degree of accuracy.
- Skill in the operation of listed tools and equipment.
- Have a working knowledge of the Odyssey system.
- Ability to accurately record and maintain records;
- Ability to establish and maintain effective working relationships with employees, supervisors, other departments, and the general public;
- Ability to communicate effectively orally and in writing.
TOOLS AND EQUIPMENT USED
Typewriter, CRT mainframe computer; personal computer with word processing;
ten-key calculator; telephone; copier; fax machines and binding machine.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
While performing the duties of this job, the employee is frequently required to use hands to finger, handle, feel, or operate objects, tools, or controls; and
reach with hands and arms. The employee is occasionally required to walk.
The employee is occasionally required to lift and/or move up to twenty-five (25) pounds. The employee is occasionally required to walk, sit, talk, or hear. Specific vision abilities required by this job include close vision and the ability to focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.