Administrative Secretary (Police)

Description

IF YOU ARE INTERESTED IN THE ADMINISTRATIVE SECRETARY POSITION FOR ANOTHER DEPARTMENT, YOU MUST COMPLETE A SEPARATE APPLICATION.

This position is responsible for providing secretarial and clerical support for assigned department operations.

Major Duties

• Maintains department files and records.
• Receives, copies, and distributes documents, including warrant, subpoenas, etc.
• Prepares correspondence, memoranda, and forms.
• Gathers information and prepares reports, grant applications, and other documents.
• May assist in the processing of department payroll.
• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; responds to emails.
• Schedules and coordinates meetings and training classes; prepares agenda minutes and agendas.
• Maintains a variety of assigned department calendars.
• May monitor office supply inventory; places and expedites orders; verifies receipt of supplies; contacts vendors for quotes and to resolve problems.
• May review invoices and receipts; verifies accuracy; codes and forwards invoices for payment; enters purchase order requisitions.
• Opens, sorts, and distributes incoming mail.
• Processes travel reimbursement requests.
• Assists with the coordination of special events and programs.
• Assists the Quartermaster with maintaining equipment logs and purchase requests ensuring equipment and purchases are tracked electronically.
• Performs related duties.
  
  

Knowledge, Skills, And Abilities Required By The Position

• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of customer service principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in oral and written communication.
  
  

SUPERVISORY CONTROLS

The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.

GUIDELINES

Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related secretarial and customer service duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to provide secretarial and customer support for department operations. Successful performance contributes to the efficiency and effectiveness of those operations.
  
  

CONTACTS

• Contacts are typically with co-workers, other city employees, representatives of other law enforcement agencies, vendors, and the public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.
  
  

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table.
• The work is performed in an office.
  
  

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

Minimum Qualifications

• Graduation from standard senior high school or GED, as recognized by the United States Department of Education (USDE) or Council for Higher Education Accreditation (CHEA); and
• Two (2) years recent progressively responsible experience in secretarial work; and
• Six (6) months recent work experience in the use of Microsoft Word.
• Six (6) months recent work experience in the use of Microsoft Office Suite (Excel, Outlook, PowerPoint, Access) preferred.
  
  

CONDITION OF EMPLOYMENT

The City of Dothan’s Police Department will administer a polygraph examination to anyone hired/promoted/transferred into the Police Department. The examination will be a question-and-answer test that covers areas of your background, including but not limited to your employment application, employment history, and involvement in criminal activity, such as thefts and domestic violence, drug usage and participation in the distribution of illegal and legal prescription medications.

Necessary Special Requirements

• Applicants are required to type a minimum of 30 net words per minute. A typing test will be administered at the time of application and must be on file by the advertised deadline. (See City of Dothan's Typing Test/Retest Policy).
• Valid operator driver license and acceptable driving record. (PBA 9/10/01)
• May require the employee be bondable.
• An applicant for this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.
• Employees are required to submit to Drug and Alcohol testing in accordance with the City of Dothan policy, which includes pre-employment and random tests for the duration of employment in this position. (PBA 8/13/12)
• Must meet the City of Dothan’s employment physical standard, which includes drug/alcohol testing.
  
  

Application / Examination

Qualified applicants will be evaluated based on training and experience as documented on their application. This evaluation will comprise 50% of the final grade. The written exam will comprise the other 50% of the final grade.

The written examination is scheduled September 1, 2026.

Candidates meeting the minimum qualifications will receive an email notification to self-schedule for the written exam. You MUST self-schedule online or you will not be allowed to take the test.

The content areas of the written examination include the following:

Reading Comprehension

Written Communication

Vocabulary

You will be allowed two (2) hours for completion of the examination. Once the examination begins, you will not be allowed to leave the room until you have completed the examination.

NOTE: An applicant on vacation is responsible for attending the examination on the date scheduled. An applicant falling under federally protected leave (i.e., FMLA, USERRA) is responsible for notifying the Personnel Department in writing no later than the closing date by emailing jobs@dothan.org.

Please advise us at the time of application if you will need assistance and/or accommodation to take this examination by emailing jobs@dothan.org.

An Equal Opportunity, Affirmative Action Employer

The City of Dothan provides a diverse package of benefit programs:

• Vacation: 12 Vacation Days per calendar year
• Holidays: 12 Paid Holidays per calendar year
• Medical and Dental Insurance: Offered through Blue Cross/Blue Shield of Alabama. Rates vary based on coverage selected
• Retirement Plan: Administered through the Retirement Systems of Alabama
• Life Insurance: Administered through Unum Life. No cost for eligible employees
• Military Leave: up to 21 working days per calendar year with Military Orders
• Direct Deposit: Employees may elect to have their payroll check deposited directly into their bank account
• Employee Health Clinic: Industrial Nurse on duty for work related injuries and minor illnesses
  
  

Other benefits include: Cafeteria plan, Credit Union, Deferred Compensation plans, Employee Assistance Program, Physical Fitness Program, Jury Duty Leave and more.....

Note: All benefits are subject to eligibility requirements. Individuals are responsible for any related fees or charges that may apply.

01

Supplemental Questions: This information will be used to determine your placement on the employment register and if you meet the basic qualifications as listed on the job posting. Therefore, please give detailed descriptions of your job duties. You must thoroughly complete the Education and Work Experience sections of the application and the Supplemental Questions. Answer all questions as accurately and with as much detail as possible. Some questions request an explanation to support a "yes" answer. Your explanation should contain experience, education, etc., to show that you do possess whatever skill, knowledge or experience being addressed in the question. Employment and volunteer experiences used to answer any of the questions below must be listed on your application. If you use military experience to meet the experience requirements, do not give dates of your entire tour of duty. Rather, you should indicate on your employment application, the month and year you began performing these duties and the month and year you stopped.

• I have read and understand the above statement and will submit any required verification or supporting documents by the closing date of this advertisement.
  
  

02

Which best describes your highest completed level of education? Your education MUST be listed in the education section of your application in order to receive credit.

• None
• High School Diploma or GED
• Associate's Degree
• Bachelor's Degree
• Master's Degree or higher
  
  

03

Which best describes your recent (within the past 5 years) progressively responsible work experience in secretarial work?

• No experience
• 0 - 5.9 months
• 6 months - 0.9 year
• 1 - 1.9 years
• 2 - 4.9 years
• 5 - 9.9 years
• 10 - 14.9 years
• More than 15 years
  
  

04

List employer/s where you gained the experience in question #3. Employer(s) must be listed in both the work history section of your application and in your response below to receive credit. Do NOT list "See Resume."

05

List examples of duties performed to support your answer in question #3. Employer(s) must be listed in the work history section of your application to receive credit. Do NOT list "See Resume."

06

Which best describes your recent (within the past 5 years) work experience in the use of Microsoft Word?

• No experience.
• 0 - 5.9 months
• 6 months - 0.9 year
• 1 - 1.9 years
• 2 - 4.9 years
• 5 - 9.9 years
• 10 - 14.9 years
• More than 15 years
  
  

07

List employer/s where you gained the experience in question #6. Employer(s) must be listed in both the work history section of your application and in your response below to receive credit. Do NOT list "See Resume."

08

List examples of duties performed to support your answer in question #6. Employer(s) must be listed in the work history section of your application to receive credit. Do NOT list "See Resume."

09

Which best describes your recent (within the past 5 years) work experience with the remainder of the Microsoft Office Suite (Outlook, Excel, PowerPoint, and Access)?

• No experience
• 0 - 5.9 months
• 6 months - 0.9 year
• 1 - 1.9 years
• 2 - 4.9 years
• 5 - 9.9 years
• 10 - 14.9 years
• More than 15 years
  
  

10

List employer/s where you gained the experience in question #9. Employer(s) must be listed in both the work history section of your application and in your response below to receive credit. Do NOT list "See Resume."

11

List examples of duties performing EACH software (Outlook, Excel, PowerPoint, and Access) to support your answer in question #9. Employer(s) must be listed in the work history section of your application to receive credit. Example: A) Outlook: *insert duties performed* B) Excel: *insert duties performed* C) PowerPoint: *insert duties performed* D) Access: *insert duties performed* Do NOT list "See Resume."

12

An employee in this position may be required to be bonded. Can you meet this requirement?

• Yes
• No
  
  

13

Do you have a valid operator driver's license and an acceptable driving record?

Click here to view the City of Dothan's Motor Vehicle Policy.

• Yes
• No
  
  

14

This position requires you to type 30 net words per minute. Applicants are required to submit typing test results to the Personnel Department by August 21, 2026. Typing tests are administered at the Personnel Department M-F, 8am - 4pm or you may fax a copy of acceptable test results to (334) 615-3189 or submit by mail or in person to the City of Dothan, Personnel Department, 126 N St Andrews Street, Room 116, Dothan, AL 36303.

See City of Dothan's Typing / Data Entry Retest Policy for acceptable tests.

• I will submit my typing test prior to the deadline
• I have a typing test on file with City's Personnel Department as required
  
  

15

This position requires a written exam that will be administered September 1, 2026. If you meet the qualifications, you will be emailed an invitation to self schedule for the written exam. You MUST self-schedule in order to take the written exam. I understand I must self schedule for the written exam by the required deadline.

• I understand and I will self-schedule on-line in order to take the written exam for this position.
• I will not self-schedule therefore I will not be allowed to test and no longer considered for this position.
  
  

16

This position requires you pass a polygraph examination. Are you willing to submit to a polygraph?

• Yes, I am willing to take a polygraph test.
• No, I am not willing to take a polygraph test.
  
  

17

I understand that once my application has been submitted for this specific position that I WILL NOT be able to make any changes to it. Any changes to my master application will only be reflected in any future positions for which I may apply. Should I desire to have updated information included for this specific position I should contact the Personnel/Human Resources office at (334) 615-3180 for assistance.

• Yes
• No
  
  

18

Note: Before submitting your application, be sure to review your application for completeness and accuracy. Your examination score will be based on the information you have provided on your application and this supplemental questionnaire. Failure to provide sufficient detailed information may result in your application being rejected or receiving a lower score. Therefore, it is important that you provide complete employment information to include the name of your employer, your official job title, dates of employment (from-to, month/year), hours worked per week, and a detailed description of your duties for each job listed on your application. Resumes are not accepted in lieu of the application or supplemental questionnaire.

• I understand that failure to provide sufficient detailed information may result in my application being rejected or receiving a lower examination score.
  
  

19

Personnel Use Only

• Required Question