Administrative Assistant to the Chief of Police

Scope of Work

Supervision

Under general direction, employee plans and prioritizes most work independently, in accordance with standard practices. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines, and priorities. Technical and policy problems or changes in procedures are discussed with supervisor.

Essential Job Functions

The essential functions or duties listed below are a summary of the various type 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.

• Provides administrative services to the Greenwood Police Department by performing a variety of administrative, technical, fiscal, and clerical responsibilities.
• Maintains and updates office records and reports, including employment records; tracks employee payroll; maintains record of training and equipment used.
• Assists in the preparation of the annual budget proposal.
• Maintains and tracks department budget and reconciles monthly.
• Maintains grant and forfeiture accounts, files for reimbursements, prepares and submits expenditure reports.
• Assist with the identification and submission of grants for funding.
• Accurately processes billing of police details, maintains and tracks receivables; collects and deposits payments to the Town Manager.
• Prepares purchase orders, coordinates with vendors.
• Maintains vendor files, and department service contracts.
• Maintains supplies inventory and orders office supplies and departmental equipment.
• Track firearm permit applications, and maintains files.
• Provide extensive customer service in person, via telephone and email.
• Receives, coordinates, and assists with responses to public records requests in accordance with applicable laws and Town procedures.
• Assists the Chief of Police with the preparation and drafting of correspondence, memoranda, reports, and other departmental communications.
• Performs similar or related work as required or as situation dictates.

Other Job Functions

Judgement and Complexity

The work requires examining, analyzing, and evaluating facts and circumstances surrounding individual problems, situations, or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices and precedents which may be complex or conflicting, at times. Judgment is used in analyzing specific situations to determine appropriate actions. Requires understanding, interpreting, and applying federal, state, and local regulations.

Nature and Purpose of Contacts

Relationships are constantly with co-workers, vendors, the public, groups and/or individuals such as peers from other organizations, and representatives of professional organizations. The employee serves as a spokesperson or recognized authority of the organization in matters of substance or considerable importance, including departmental practices, procedures, regulations, or guidelines. May be required to discuss controversial matters where tact is required to avoid friction and obtain cooperation.

Confidentiality

Employee has access to sensitive information in the performance of their duties. Directly assist the Chief of Police.

Experience Requirements

High school diploma or equivalent and three to five years of related experience required, or any equivalent combination of education, training, certification, and experience.

Knowledge of:

General knowledge of police department operations. Knowledge of related federal, state, and local laws, rules and regulations. Working knowledge of software applications generally utilized by municipalities. Familiarity of office procedures and equipment.

Ability:

Ability to communicate effectively both orally and in writing. Ability to understand and explain various types of correspondence, reports, and media. Ability and knowledge working with social media and directly assist the Chief of Police with public relations as needed. Ability to maintain strict confidentiality. Ability to maintain good public relations and to maintain effective collaborative working relationships with Town departments, department heads, fellow employees, officials, and the public. Ability to be diplomatic, professional, and courteous when dealing with others, especially in contentious or confrontational situations. Ability to meet deadlines. Ability to work independently and prioritize tasks. Ability to provide excellent customer service. Ability to keep accurate and detailed records; ability to use computers; ability to interact with the public in a professional and courteous manner; ability to handle multiple tasks in an effective manner.

Preferred Knowledge and Ability:

• Ability to pass an extensive background check and drug test.
• Efficiency in Microsoft Office. (Word, Excel and Power Point)
• Working knowledge of Public Records, Public Procurement, and Public Ethics laws.
• 3-year minimum experience with Quick Books.

Necessary Special Requirements

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 functions.

Physical Skills

The work involves sitting, standing, walking, and stooping. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.

Pay: $17.00 - $23.00 per hour

Expected hours: 40.0 per week

Benefits:

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

Experience:

• Quickbooks: 3 years (Required)
• Microsoft Office: 3 years (Required)

Work Location: In person

Salary : $17 - $23