Salary: $64,048.00 - $76,857.00 Annually
Location : Carmel Police Department, IN
Job Type: Full Time
Department: Police
Opening Date: 06/03/2024
Closing Date: 6/16/2024 11:59 PM Eastern
Position Summary
The purpose of this position is to provide secretarial, clerical, and administrative support to the Police Chief or assigned division managers.
Essential Job Functions
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Processes payroll for the Department; verifies and records data from time sheets; forwards appropriate documents to payroll department for paycheck generation.
• Records attendance, overtime and paid leave data; monitors employee use of leave time and maintains records of leave balances.
• Updates payroll records; entering changes to employee information and/or benefits.
• Calculates appropriate benefit time for each sworn employee and updates to timekeeping software annually and as changes occur.
• Coordinates end of year buy-back for vacation and sick time.
• Coordinates annual clothing allowance for both sworn and professional staff.
• Prepares purchase orders and claim vouchers; maintains record of current budget balances and transfers funds as necessary.
• Maintains all pending and completed purchasing records, vendor files, contracts lease schedules, and agreements; prepares credit applications.
• Gathers, calculates, and summarizes financial data for budgets, grant applications and statistical reports.
• Ensures all invoices and payroll are paid in a timely and accurate manner while adhering to department and City procedures.
• Processes outgoing expenses, reconciles ledgers, and projects future expenses.
• Responds to and facilitates timely payroll audits.
• Assists in preparation and administration of Department's annual budget; monitors and records revenues and expenditures; reconciles budget reports to Department records.
• Processes employee requests for reimbursement for mileage, travel and other expenses.
• Composes, edits and types various documents, including letters, memos, administrative reports and budgets; may transcribe documents for presentation in court.
• Performs a variety of miscellaneous clerical functions, including creating and maintaining files, making copies, sending faxes and distributing incoming mail.
• Notarizes documents for staff and public.
• Assist with management of service contracts.
• Acts as backup to Office Administrator.
• Assist with administrative functions related to staffing to include shift bid and allotment procedures and special event coverages.

Non-essential Job Functions:

• Performs other related duties as required.

Knowledge, Skills & Abilities

• Knowledge of government budgeting, accounting, payroll, and operating procedures and basic legal and personnel language, principles, and techniques.
• Ability to compile, coordinate, classify, tabulate and record data.
• Ability to focus on detail and maintain strict standards of accuracy.
• Ability to type 50 words per minute.
• Ability to provide guidance, assistance and interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to communicate effectively; includes ability to speak and write clearly and to interact with members of the Department and vendors to exchange information and resolve problems.
• Ability to perform addition, subtraction, multiplication and division, and to calculate decimals and percentages.
• Ability to manage or coordinate multiple tasks or activities simultaneously.
• Ability to prioritize work activities and meet deadlines.
• Ability to exercise discretion in identifying and selecting from alternative courses of action.
• Ability to maintain confidentiality of highly sensitive data.
• Ability to operate a personal computer, utilizing word processing, spreadsheet, database management, financial, payroll and other software applications as may be necessary to perform essential job functions.
• Ability to exert light physical effort, which may involve the lifting, carrying, pushing and/or pulling of objects and materials weighing 5-10 pounds.
• Ability to work extended periods of time at a keyboard or workstation.
• Essential functions are regularly performed without exposure to adverse environmental conditions.

Qualifications Required to Perform Essential Job Functions

• High school diploma or GED, supplemented by college level course work or vocational training in bookkeeping and personal computer operations.
• Five (5) years of experience that includes administrative and secretarial responsibilities, preferably in a legal or public safety environment;
• Or any equivalent combination of education, training and experience that provides the requisite knowledge, skills and abilities for this position.

The City of Carmel, Indiana, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities.
City of Carmel, Indiana
Benefits at a Glance
(Civilian Employees)
Insurance Options
Medical : All eligible employees have a choice between two self-insured health plans - A high deductible health plan (HDHP) or a preferred provider organization (PPO) health plan. Coverage begins on the 31st day of full-time employment. The City pays at least 80% of the insurance premium, depending on the plan. The employee's premium is withheld from his or her paycheck on a pre-tax basis. The medical plan is administered by Anthem ().
Vision : The vision plan is available to all eligible employees through Vision Service Plan (VSP) (), which has its own network of providers. Vision coverage is included with the health insurance plan, and is not available separately.
Dental : Eligible employees can enroll in the dental plan in conjunction with or separately from the medical plan. The City pays 75% of the premium. There is no dental networkthe employee is free to choose the dentist of his or her choice. The dental plan is administered by Anthem ().
Life/Accidental Death and Dismemberment : The City provides a $20,000 term life/AD&D policy for all eligible employees. Benefits are provided through Unum ().
Short-Term Disability : The City provides short-term disability insurance for all eligible employees. Benefits equal to 60% of the employee's regular weekly salary begin, at the earliest, 15 days after a qualifying injury or illness, and may continue for up to 15 weeks. Benefits are provided through Unum ().
Long-Term Disability: Optional long-term disability is offered to all eligible employees at the employee's expense. Benefits equal to 60% of the employee's regular monthly salary begin after 15 weeks and may continue until the employee reaches age 65. Benefits are provided through Unum ().
Retirement Options
Indiana Public Retirement System : All eligible employees must participate in the Indiana Public Retirement System (INPRS ). An employee's INPRS benefit has two parts: an annuity savings account and a defined benefit pension. The annuity is vested immediately, but an employee must have 10 years of creditable service to be vested for pension purposes. The City funds both INPRS benefits.

Deferred Compensation : The City offers an optional deferred compensation (457) plan to all full-time and part-time employees. An employee may choose to defer up to $18,500 per year on a pre-tax basis into his or her 457 account. Taxes are not due until the funds are withdrawn. Loans from the plan are prohibited, and withdrawals are only allowed when an employee experiences a qualifying unforeseeable emergency, as defined by the IRS. An employee may enroll, change or cease contributions at any time.

The City matches an employee's contributions up to 50%, depending on the length of service. The maximum City contribution per eligible employee is 50% of the current maximum contribution limit dictated by the IRS.
PAID TIME OFF
A full-time employee accrues 9.50 hours per pay period of Paid Time Off (PTO). With the exception of City-recognized holidays, the employee will not be entitled to use any accrued leave until he or she has completed three months of full-time employment. The amount of time accrued each pay period increases as an employee reaches 6, 13 and 21 years of service with the City. PTO is used for any reason an employee needs time off. This includes vacation time, sick time and City-recognized holidays.

Bereavement Leave : Up to three days (22.5 hours) of paid leave may be granted per calendar year for a death in an employee's immediate family. Up to one day (7.5 hours) of these three days may be used for the death of an employee's extended family member.

Holidays: Paid holidays for full time employees may vary from year to year, but generally include New Year's Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving (2 days) and Christmas (2 days). As noted above, an employee must use PTO for each of these paid holidays.
Some employees may be required to work on holidays. Special provisions regarding pay and/or alternative time off apply to those who must work on holidays.
OTHER BENEFITS
Primary Plus Employee Health Center : The Primary Plus Employee Health Center ("clinic") is open to all employees, retirees and dependents on the City's health insurance. There is no cost to the employee for office visits, labs or medications provided by the clinic, and employees are not required to use PTO for clinic visits made during regularly-scheduled work hours.
Health Savings Account (HSA) : This account is available to an employee enrolled in the City's HDHP. It allows an employee to make pre-tax contributions through payroll deposit that can be used to pay for qualified medical expenses. Any unused balance is carried over from year to year, even into retirement. The funds remain untaxed as long as they are used for qualified medical expenses
Medical and Dependent Care Flexible Spending Accounts (Flex) : These flex accounts allow a full-time employee to set aside up to a certain amount of pre-tax dollars to pay eligible medical and dependent care expenses. An employee enrolled in the PPO health plan may elect one or both of these accounts, while an employee enrolled in the HDHP may only elect the dependent care flex account.
Wellness Program : The City's Wellness Program is managed by Virgin Pulse. It is a voluntary, annual program that allows eligible employees to receive a discount on their health insurance premiums by participating in wellness activities throughout the year.
Employee Assistance Program : Confidential, short-term counseling is available for employees and their immediate family members. These benefits are fully paid by the City, and are provided through IU Health EAP, 317-962-2622, ext. 2, or the UNUM Work-Life Balance Program, 800-854-1446 (www.lifebalance.net).
Gym Membership Discounts: The City provides discounted memberships at the Monon Center at Central Park () and at the YMCA of Greater Indianapolis ().
This is a summary of the benefits offered by the City of Carmel. Many benefits described herein have significant eligibility standards and/or benefit limitations. Contact Jennifer Stites in Human Resources for further information or details. If any portion of this summary conflicts with any provision of federal, state or local law, code, ordinance, order, rule or regulation, the terms of such law, code, ordinance, order, rule or regulation shall prevail. This summary does not constitute a promise by the City to continue providing the benefits described, nor does it constitute an expressed or implied contract of employment.