ESSENTIAL FUNCTIONS These functions may not be present in all positions in this classification. When a position is to be filled, the essential functions will be noted in the announcement of position availability.
Provides direct and confidential administrative secretarial support to Chief of Police, command staff, and other staff members as required; maintains calendar of appointments; receives visitors, ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures.
Responds to inquires from the public, City staff, City Manager, and City Council regarding departmental programs, procedures, activities, and other matters, which require an in-depth knowledge of the department.
Establishes and/or maintains files on departmental activities; researches files to obtain information requested by departmental staff or necessary to the preparation of reports or conduct of other office business.
Handles administrative tasks associated with sub-components of departmental programs; establishes and carries out record keeping procedures; develops and/or obtains forms and documents; interfaces with other City staff and outside agencies in obtaining information and coordinating activities.
May prepare items for City Council, Commission/agency agendas; types staff reports; may attend and take minutes at staff and other meetings where matters handled by the Police Department are being discussed.
Assists in the duties of the department accounting function to maintain department expense journals, post expenditures and receipts; assist in monitoring expenses and/or revenues relative to budget, and in budget preparation; may prepare invoices for payment or for services rendered; may handle petty cash.
Performs a variety of clerical tasks including typing, proofreading, filing, editing, office machine operation, including word processing or operation of other automated systems; sorts, files, prepares, and/or processes a variety of documents and records, including time sheets, personnel and purchasing forms, and claim vouchers according to established procedures; makes travel and meeting arrangements.
Assists the Department Head with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; conducts research and provides recommendations regarding project activity.
Assists and/or directs others in the performance of related tasks; may supervise, train and evaluate subordinates.
MARGINAL FUNCTIONS These are position functions that may be changed, deleted or reassigned to accommodate and individual with a disability.
QUALIFICATIONS GUIDELINES Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for satisfactory job performance. Example combinations include graduation from high school or GED equivalent including supplemental course work in business practices and/or accounting and three (3) years of experience in a position responsible for administrative support. Work experience in a law enforcement agency or similar environment is highly desirable.
Knowledge and Skill Levels Considerable knowledge of related secretarial and general office methods and techniques including office equipment operations; fiscal record keeping; records processing and maintenance procedures and systems; preparation of complicated documents requiring specialized and/or statistical typing. Working knowledge of the basic functions and organization of City government. Skill in the operation of a computer and use of a variety of computer software; type and transcribe dictation; use correct English grammar, punctuation and spelling; alphabetize or numerically/chronologically sort materials. Ability to communicate clearly and concisely, both orally and in writing; write reports and keep accurate records; analyze data and situations carefully and adopt effective courses of action/draw sound conclusions; understand the operation of the City, Police Department and outside agencies; compose accurate correspondence with minimal direction and/or independently; communicate effectively with a variety of personnel and establish/maintain effective working relationships; explain and apply policies and procedures; interpret and apply rules, regulations, legislation and policies; understand and follow verbal and written directions; work independently; type accurately; compile and maintain complex records and files; edit documents for correct English grammar, punctuation, and spelling; supervise, train and evaluate subordinates; maintain confidentiality of records and sensitive information, using tact.
Special Requirement Due to the highly confidential and sensitive nature of this position, candidates will be required to undergo and successfully complete thorough background and polygraph examination in addition to the standard pre-employment examination processing.
Possession of or ability to obtain and successfully maintain a Class C California Driver's License and a satisfactory driving record.
Environmental Conditions Work is performed primarily in a standard office setting; incumbents may be required to work extended hours including evenings and weekends from time-to-time.
Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
This class is distinguished from other secretarial/clerical classifications by the latter's responsibility to perform technical and administrative support work for the department head. This classification is characterized by the highly confidential and sensitive nature of the information with which the incumbent routinely comes in contact. While duties of this position are primarily secretarial/clerical in nature, technical task are often performed in response to fluctuating department needs.