Police Department Administrative Assistant

General Description

Responsible for developing and coordinating diverse administrative, secretarial, and support activities for the Chief of Police and Deputy Chiefs. Position involves responsibility for performing difficult, confidential administrative services. Position requires the exercise of considerable judgment, self-initiative and discretion. Position also involves important contact with officials of the City Council, City Departments, and the general public. Work assignments are generally given with broad statements of objectives and performed with a considerable degree of independence and is reviewed for the achievement of desired results

Essential 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.

• Prepares routine correspondence for the Chief and Deputy Chiefs. Types confidential correspondence, reports, memos, forms, etc. from written and oral instructions and maintains the Chief's office files.
• Receives, screens, and routes telephone calls. Provides information to inquiries regarding Department services and functions, or refers to appropriate person, department, or agency. Takes and relays messages. Maintains appointment schedules.
• Prepares, maintains, or directs the maintenance of confidential files. Sorts and files correspondence.
• Compiles and completes data for administrative/public reports.
• Maintain department files for Safe Passage, Naloxone Use, OD database
• Performs Department clerical operations. Prepares and codes invoices and expense reports.
• Takes and transcribes dictation, meeting minutes, correspondence, articles, etc. Prepares and distributes meeting agenda packets, meeting minutes, correspondence, etc.
• Transcribes internal investigation and interrogation interviews.
• Prepares reimbursement requests for state training reimbursements.
• Attends department meetings and prepares agendas and minutes.
• Enters information to computer records and maintains department training files.
• Coordinates business meetings, sets appointments, and reserves lodging and travel for Chiefs and others as needed.
• Process and distributes incoming and outgoing mail and correspondence.
• Greets and directs visitors.
• Maintains knowledge of law enforcement administrative functions.
• Photocopies and collates printed materials leaving office. Prepares and faxes printed materials.
• Distributes payroll checks.
• Submits department reports to MinuteTraq for Council meetings.
• Compiles and submits department weekly report to City Manager.

Additional Tasks and Responsibilities

• Maintains citywide Access ID badge system. Makes ID badges, maintains the system to be current regarding active and inactive employees
• Assists Investigations unit as needed
• Maintains office supplies
• Serves as Secretary for the Fire and Police Commission
• Sets meetings, hearings, testing for both original appointment, promotions, and disciplinary processes for both the Fire and Police departments. Prepares agenda packets and meeting minutes. Maintains all employee files for the Commission for both the Fire and Police departments including eligibility lists.
• Serves as Secretary for the Traffic Safety Committee
• Prepares agenda packets and meeting minutes. Maintains correspondence for the committee. Communicates with the public regarding traffic safety concerns within the City.
• Assists with some functions of Code Enforcement
• Codes invoices and maintains paid bills file
• Works with Finance Dept. to invoices property owners for amounts expended by the City on their property for mowing, weed removal, board ups, etc. Maintains current property owner information for such billings.
• Prepares agenda packets and meeting minutes for the Police Foundation.

Any other duties as assigned

MINIMUM TRAINING AND EXPERIENCE QUALIFICATIONS

• High school diploma or equivalent, minimum 3-5 years of experience preferred, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

MINIMUM PHYSICAL AND MENTAL ABILITIES REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Knowledge, Skills and Abilities

• Previous police experience a plus
• Proficient typing skills
• Math proficiency
• Excellent technical skill proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
• Working knowledge of transcribing software and Access ID Card making program and equipment
• Experience researching, compiling, analyzing, and reporting data
• Organizational and time management skills
• Detail oriented and multi-tasking capabilities in a fast-paced environment
• Excellent customer service skills, listening skills, and phone etiquette
• Ability to work in a team environment, while keeping focused on assigned work
• High level of integrity in dealing with confidential and sensitive information
• Follows safe work practices
• Performs related work as required by the Police Administration
• Understanding that the position frequently produces mental/visual fatigue associated with microcomputers, while working with deadline parameters. Position sometimes generates significant levels of stress and requires work under pressure

Language Ability and Interpersonal Communication

• Ability to work a police department environment and as an active member of a team. Strong verbal and written communication skills required.

Physical Requirements

• Ability to operate a variety of office equipment including computer terminal, telephone, fax machine, calculator/adding machine, and photocopier.
• Ability to coordinate eyes, hands, feet, and limbs in performing semi-skilled movements such as data entry.

Environmental Adaptability

• Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as, irate individuals and intimidation may cause discomfort and poses little risk of injury.

EQUAL EMPLOYMENT OPPORTUNITY

The City of Pekin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Current Openings for Police Department Administrative Assistant Jobs at City of Pekin