CONFIDENTIAL SECRETARY TO THE CHIEF OF POLICE

Starting salary: $52,649.48 / year

This civilian administrative and secretarial position will be subject to the Rules and Regulations and General Orders of the Grosse Ile Police Department. The employee shall perform general secretarial duties such as typing, filing, record keeping, and other activities as assigned by the Chief of Police or designee. These duties include the handling of confidential personnel records, assisting with budgetary analysis, and processing payroll.

DUTIES AND RESPONSIBILITIES

1. Regular and predictable attendance.

2. Provide secretarial support to the Police Chief and Deputy Chief. Prepare invoices, reports, memorandums, letters, financial statements and other documents using word processing, spreadsheet or presentation software.

3. Maintain confidential personnel files including employee training records, worker’s compensation claims, medical injury forms, commendation awards, disciplinary documents and assigned equipment logs.

4. Maintain all health and vaccination records.

5. Process accounts payable for police department, animal control, and reserves. Assign and documents items to proper accounts, and maintain copies of invoices. Monitor escrow accounts.

6. Monitor DEA distributions and reconcile bank records.

7. Assist the Chief with the current budget.

8. Assist with forecasted budgetary analysis and millage planning.

9. Assist with Emergency Response Plan updates.

10. Maintain monthly employee schedule sheet. Duties includes the documentation of leave requests, sick days, overtime, step up pay, compensatory time and vacations. Maintain employee accrued sick, vacation, personal leave, and compensatory time banks.

11. Coordinate, review and process bi-monthly payroll for all full-time and part-time employees.

12. Prepare and post agendas for Police Commission meetings, compile packets for distribution to Commissioners. Attend Police Commission meetings to take minutes and provide additional assistance.

13. Compile and prepare a yearly dispatcher training fund (MI-Snap) distribution report, MCOLES training distribution report, ESAC report, Asset Forfeiture report, and Annual Report.

14. Maintain accurate records in MCOLES, including recording new hires, retirements, and training.

15. Assist in the hiring process for new employees, including placing advertisements, scheduling interviews and medical appointments, and maintaining correspondence with applicants.

16. Maintain an inventory of office supplies. Prepare and process orders for office supplies and other equipment.

17. Maintenance and reconciliation of petty cash fund.

18. Maintenance of department website.

19. Answer routine inquiries regarding department services, procedures and direct others to proper authorities.

20. Research and assemble data from administrative records. Maintain a physical and electronic filing system.

21. Open, sort and distribute incoming correspondence. Distribute items to the post office and pick up / deliver interdepartmental mail at Township Hall.

22. Coordinate with the Fire Department with accounts payable and projects.

23. Perform other duties as assigned by the Chief or designee.

GENERAL QUALIFICATIONS

1. Minimum of high school diploma or equivalent.

2. Must meet physical and psychological standards set by the Police Commission, as described in the department Rules and Regulations.

3. Must be a citizen of the United States.

4. Knowledge of Word, Excel, PowerPoint and other software programs

5. Prior secretarial and bookkeeping experience. Independent work style with minimal supervision.

6. Must maintain confidentiality.

Job Type: Full-time

Pay: $52,649.48 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Work Location: In person