This position performs routine to moderate clerical work in support of efficient and effective Department operations; provides professional, courteous customer service at all times; and performs related duties as assigned.
This is a non-sworn, full-time, non-exempt employee under general direction of the Assistant Chief of Police or designee.
This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities.
Incumbent(s) may be required to perform all duties listed, and may be required to perform additional, position-specific tasks.
Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed.
Greets office visitors; directs visitors to appropriate office and/or provides information and assistance as requested.
Provides a variety of information to the public regarding Department procedures, policies and methods.
Receives and responds to inquiries and requests for assistance from other City Departments, agencies, organizations, professionals and the public.
Review and correct all administrative documents to include evaluations, PAR, DAR, and other related documents.
Drafts and composes a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff, council members and/or the public.
Processes and proofreads a wide variety of reports, letters, and memoranda; types from rough draft or verbal instruction; may independently compose correspondence related to assigned responsibilities.
Assists in entering, preparing and processing Department records.
Processes incoming and outgoing daily mail.
Schedules or confirms attendance of staff or others at a variety of meetings; makes travel arrangements for senior executives.
Complete and assist in payroll related activities; track and input payroll and leave records and performance evaluations.
Maintains detailed and accurate records; provides, creates and submits reports as required.
Maintains and updates a variety of databases and spreadsheets in order to facilitate information recording, storage and retrieval.
Orders supplies.
Tracks expenditures on accounts, reconciles accounts and receipts; balances and processes purchase requisitions and invoice audits.
Serve on various committees as assigned.
Performs other related work as required.
Knowledge, Skills and Abilities: Knowledge of procedures for operating various office equipment, including personal computers.
Knowledge of standard formats used for a variety of letters, memos, and related documents.
Knowledge of English spelling and grammar.
Ability to operate a personal computer to prepare a variety of correspondence using a variety of software/applications.
Ability to compose letters, memos, and related documents covering a variety of routine work related topics.
Ability to operate a variety of standard office equipment.
Ability to sort/file alphabetically, chronologically, and numerically.
Ability to keyboard.
Ability to prioritize work activities.
Ability to establish and maintain effective working relationships with co-workers, other departments, council members and the public in a manner conducive to full performance and high morale.
Ability to work effectively with confrontational persons both in person and by telephone.
Ability to communicate effectively both orally and in writing and understand and follow oral and written instructions.
Ability to work some nights as needed.
Education & Experience Requirements: Requires a high school diploma or equivalent; two (2) years of administrative/secretarial experience.
Experience working in municipal government preferred.
Must possess and maintain a valid Florida driver license throughout employment.
Applicants qualifying for employment will be subject to a polygraph examination and an extensive background screening.
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.
While performing the duties of this job, the employee is frequently required to sit and talk or hear.
The employee is frequently required to walk; use hands and fingers to handle or operate objects, tools, or controls; and reach with hands and arms.
The noise level in the work environment is moderately quiet.
Work is performed in an office setting within a controlled environment.