Police Administrative Assistant
- GENERAL DESCRIPTION
Performs complex, confidential and professional administrative work for the Chief of Police, Administrative Assistant Chief, and Operations Assistant Chief. Performs special projects and assignments as additional goals are identified. This position reports directly to the Chief of Police, but also performs assignments as required by the Administrative Assistant Chief and Operations Assistant Chief. Work is performed independently, and may require decision-making ability where use of discretion and judgment are required. Performs other duties as required.
- ESSENTIAL JOB FUNCTIONS
- Performs administrative functions to support the Chief of Police and Assistants.
- Receives telephone inquiries and complaints from the public; ascertains nature of business; provides information to inquiries or directs callers to appropriate persons or offices.
- Composes, types and distributes routine correspondence.
- Oversees distribution and disposition of notices, memorandums, directives and related material.
- Assists in the preparation of the departmental budget and purchasing cards for administration and Special Operations Division as directed.
- Schedules and coordinates arrangements for meetings and receptions of various sizes, sending invitations, contacting caterers, and obtaining gifts.
- Assists in training of clerical personnel.
- Organizes the Chief's appointment calendar and other commitments.
- Maintains an accurate system of files.
- Reviews a variety of reports/documents and provides comments for the Chief and other staff members.
- Obtains pricing and purchases office supplies and office equipment for the Administrative Division of the Department.
- Maintains records used to process payments to vendors for the Administrative Division.
- Operates a variety of office equipment and related software; including transcription equipment, personal computer, scanner, fax machine, and other information-processing equipment.
- Prepares and maintains employee personnel files for entire Department.
- Prepares status sheets for new employees, and provides current employee information to Payroll and Human Resources.
- Assists Administrative Assistant Chief with Internal Affairs investigations by transcribing interviews, or dispatch tapes, and helps with maintaining files as required by CALEA.
- Assists in the preparation of Board reports for submission to the County Board of Supervisors.
- Assists with special projects as assigned by the Chief and Assistant Chiefs.
- Provides current employment information as required to the Department of Criminal Justice Services.
- Creates and maintains employee personal and salary information on Excel spreadsheets for distribution to department heads and staff.
- Distributes payroll checks for the Department; collects timesheets, and other payroll related documents, from each division and forwards to Payroll.
- Prepares Department roster for distribution to supervisors and other Department and County personnel as instructed.
- Scans and maintains files of terminated employees.
- REQUIREMENTS/PREFERENCES
Education
Required: High school diploma or equivalent supplemented by related college level training.
Experience
Required: Extensive and progressive experience in office management and administrative support
Preferred: Police, legal and/or government experience
Certifications/ Licenses
Required: Valid Virginia driver's license with good driving record
Knowledge, Skills and Abilities- Comprehensive knowledge of office terminology, policies and procedures
- Comprehensive knowledge of business communications, spelling, and business mathematics
- Some knowledge of laws, rules, regulations and ordinances administered by the police department
- Ability to communicate effectively orally and in writing
- Ability to complete quantitative and narrative reports
- Ability to interpret and implement policies
- Skill in organizing and performing administrative functions
- Ability to maintain the confidentiality of information and to exercise tact, diplomacy, and courtesy when dealing with the public and others within the organization
- Ability to maintain records and generate reports; and maintain files of source documents and other required records
- Skill in the use of personal computer software such as Microsoft Word, Excel, Access, PowerPoint and internet tools
- Ability to type 37 wpm with no errors
Subject to a complete criminal history background search with acceptable results. May be subject to DMV driving record review as required by amount of work related driving, specified by support responsibilities. Must also be able to perform the job as described in the Physical and Environmental Demands section of this job description.
Supervisory Responsibilities
None- OTHER INFORMATION
Full-time employees are eligible for a comprehensive benefit package that includes:
• Progressive Flexible Leave Plan with cash-in option
• Eleven paid holidays
• Short Term Disability Insurance
• Long Term Disability Insurance
• Health, Vision and Dental Insurance
• Life Insurance
• Flexible Spending Accounts - Medical and Dependent Care
• Virginia Retirement System - Membership in VRS is automatic upon hire into a covered position. County contributes and employees pay their membership contribution.
• Deferred Compensation Plan with County Match
• Employee Assistance Program
• Credit Union Membership